Admin Rep Procurement

Position: Admin Rep Procurement I
Location: California

- Job Responsibilities Serve as the point of contact for store maintenance issues and service coordination.

Manage communication between stores, vendors, and internal teams using Microsoft Teams & Service Now.

Maintain and update maintenance tracking systems and ensure accurate documentation.

Review and validate service invoices for accuracy and compliance.

Coordinate ordering of parts and supplies for maintenance needs.

Ensure compliance with internal procedures and vendor protocols.

Support store teams by resolving equipment and facilities issues efficiently and promptly.

Report directly to the Director of Construction and Facilities and provide regular updates on maintenance operations.

Maintain vendor contact lists and update regularly.

Provide basic administrative tasks to support the construction and maintenance department.

Job Duties Equipment & Service Call Management Open tickets for all equipment issues and assign initial assessment to maintenance personnel.

Escalate unresolved or emergency issues by creating Teams channel posts and placing service calls.

Follow up on open issues and confirm resolution with store teams.

Relay vendor questions to stores and communicate responses back to service providers.

Service Now & Maintenance List Monitor Service Now daily for new tickets and update the maintenance list accordingly.

Process completed ticket lists from store safety reps.

Ensure ticket entries are completed correctly.

Eliminate duplicate tickets and maintain organized records.

Invoice Review Verify time in/time out entries against reported labor hours.

Confirm arrival and departure signatures from both technician and store director.

Check travel time charges and ensure no duplicate billing for similar service calls.

Dispute discrepancies and maintain invoice audit trail.

Parts Ordering Process part requests from maintenance personnel, store management, safety, and risk teams.

Order parts promptly to avoid delays in job completion.

Seek approval for purchases over $3,000 from department supervisors or upper management.

Administrative Responsibilities Maintain detailed logs of maintenance activities, service calls, and resolutions.

Update and manage Excel spreadsheets for invoice tracking, and maintenance status.

Ensure all service tickets are properly documented with accurate descriptions and departmental tags.

Communicate professionally with internal departments and external vendors.

Prepare weekly reports summarizing open issues, resolved tickets, and pending approvals.

Monitor budget thresholds and flag purchases requiring management approval.

Archive completed service records and invoices for audit and compliance purposes.

Assist in developing and refining maintenance workflows and documentation standards.

Qualifications High school diploma or equivalent; technical or administrative certification preferred2+ years of experience in maintenance coordination or facilities management

Strong organizational and communication skills

Proficiency in Microsoft Teams, Excel, Word and Service Now Bilingual (Spanish/English) a plus in order to offer excellent customer service to all Team Members, vendors and suppliers

Ability to multitask and manage time-sensitive requests
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