Assistant Admin II - Facilities, Security Fleet Management

Facilities, Security, & Fleet Management Administrative Assistant

Job Summary:

Under the supervision of the Director of Facilities, Security, and Fleet Management, the Facilities, Security, & Fleet Management Administrative Assistant will provide general administrative support to the Facilities, Security, and Fleet Management team. The Administrative Assistant will be responsible for monitoring, assigning, and conducting follow up on requests generated in the Facilities ticketing system and will also be responsible for daily monitoring and entry into the fleet management/maintenance software and surveillance systems.

This role is crucial in supporting the team to optimize facilities and fleet performance and efficiency and to ensure the safe and reliable facility operations and transportation for F&CS staff and clients, along with many other duties related to supporting the agency's Facilities, Fleet, and Security Department.

The Facilities, Security, & Fleet Management Administrative Assistant areas of core duties are as follows:

• General Facilities and Fleet Management Support
• Safety and Security
• Vehicle Inventory, Acquisition, Replacement and Disposal
• Compliance and Policies and Procedures
• Driver and Vehicle Scheduling and Training
• Fleet Tracking and Surveillance
• Facilities and Fleet Data Collection and Reporting
• Microsite Support
• General Department Support

Position Specific

Duties & Responsibilities:

General Facilities Support:

• Assign facilities tickets, schedule repairs and maintenance, and alert Director when critical repairs or issues arise.
• Prepare priority requests and specifications for furniture, other office equipment, or other FFE as identified to send to the agency's Purchasing Manager.
• Support administrative needs, scheduling, and logistical needs of all agency relocations.
• Schedule and address logistical needs related to janitorial and grounds maintenance.
• Assist Director with agency wide recycling and other green initiatives.
• Schedule the agency's medical waste disposal.
• Coordinates and dispatches facilities team members when requests are received for conference room setups.
• Assists the Director with logistical needs related for all agency storage facilities.
• Provide administrative support and coordination for seasonal decorating of agency owned properties.

Fleet Management Support:

• Assist with monitoring the agency's centralized facilities and fleet management systems.
• Assist with entry into the fleet management system all registrations, tag renewals, inspections, and maintenance records of fleet vehicles.
• Schedule routine vehicle inspections and maintenance as directed.
• Monitor vehicle repairs and maintenance time frames and alert supervisor when downtimes extend beyond standards set.
• Assist with vehicle breakdowns and accidents, initiating necessary actions under supervisor direction for resolution.
• Assist with managing the centralized system for car washing, interior cleaning, and fueling.

Safety and Security:

• Assist and work collaboratively with the Legal Department Administrative Assistant and Legal Department team on drafting, formatting, and sending Safety Sam newsletter publications.

Vehicle Inventory, Acquisition, Replacement and Disposal:

• Utilize the fleet management software system to enter information regarding and track all vehicle inventory.
• Provide administrative support for acquisition or replacement of vehicles.
• Assist with retirement or disposal of old or non-operational vehicles.

Compliance and Policies and Procedures:

• Prepare and organize all life safety documentation for facility inspections.
• Collaborate with the Legal Department to prepare, deliver and work hang regulatory postings at all agency sites in accordance with applicable state and federal laws and regulations.
• Conduct walk throughs of agency sites with the Legal Department twice annually and prior to site visits to confirm the accuracy and completeness of postings.
• Schedule meetings and take minutes for the monthly Safety Officer meeting.
• Assist with drafting and sending to the Legal Department for review and facilities, fleet, or security policies and procedures.

Driver Scheduling and Training:

• Assist with the agency driver training schedule and preparing materials as requested.
• Support the workflows related to the vehicle check out system for approved agency drivers.

Fleet Tracking and Surveillance:

• Utilize fleet management and surveillance systems to assist with monitoring vehicle locations, fuel consumption, safe driving compliance, and maintenance schedules.

Facilities and Fleet Data Collection and Reporting:

• Assist with collecting data and generating regular reports on facilities and fleet key performance metrics and trends to leadership and staff.
• Assist with preparation of regular reports on facility operations, janitorial & maintenance for budgets and administration as requested.

Microsite Support:

• In collaboration with the Legal Department, upload documents and maintain the Safety and Security microsite to ensure supervisors have ready access to…