AUJS - Administrative Support Specialist

Allied Universal • Hawthorne, CA

5d • Onsite

About The Position

The On-Site Administrative Coordinator serves as the operational backbone of the facilities services team at the SpaceX Hawthorne campus. This role owns ticketing systems, daily reporting, staffing logistics, inventory tracking, supply procurement, and payroll support - ensuring the PM and assistant managers have the real-time visibility they need to run a high-performing, accountable team. The ideal candidate is highly organized, comfortable in a fast-paced environment, and capable of owning administrative processes end-to-end with minimal supervision.

Requirements

• 2+ years of administrative, operations coordination, or office management experience
• Proficiency with ticketing or work order systems (JIRA, ServiceNow, or similar)
• Strong skills in Microsoft Excel or Google Sheets for inventory tracking, reporting, and scheduling
• Experience supporting payroll processing or time-tracking systems
• Excellent written and verbal communication; comfortable with multi-stakeholder updates
• Highly organized with the ability to manage multiple priorities simultaneously
• Reliable, punctual, and able to work on-site daily at the Hawthorne campus

Nice To Haves

• Experience in facilities management, janitorial services, or contract services environments
• Familiarity with supply chain, procurement, or vendor coordination
• Knowledge of California wage and hour law and non-exempt payroll compliance
• Prior experience supporting a multi-site or multi-building operation
• Ability to obtain a SpaceX site badge (background check required)

Responsibilities

• Monitor incoming JIRA tickets and log real-time status updates (e.g., cleaner dispatched, issue resolved)
• Ensure tickets are closed individually and on time - no batch-closing
• Track ticket close-out rates and flag aging or unresolved items to the PM
• Serve as the primary point of contact for JIRA
• Compile and distribute daily operational reports
• Maintain and update the consumables count sheet; integrate data into the reporting dashboard
• Keep the employee roster and building assignments current across all 74 locations
• Summarize JIRA ticket data so leadership does not need to manually audit logs
• Maintain accurate building-by-building staffing roster and flag coverage gaps
• Track call-off data and surface trends (frequency, patterns, repeat offenders) to leadership
• Support scheduling coordination, including cross-training assignments and shift coverage
• Assist with new hire onboarding paperwork and processing as recruitment ramps up
• Maintain a real-time inventory count of all cleaning supplies, consumables, and equipment across all buildings and storage areas
• Conduct regular physical counts and reconcile against the consumables count sheet in the dashboard
• Track usage rates by building and flag when stock is approaching reorder thresholds - stay ahead of the curve as headcount and construction grow
• Ensure with supervisors that toilet paper, paper towels, soap, liners, and other consumables are stocked
• Coordinate with floor techs and supervisors to identify shortfalls before they impact service delivery
• Maintain an equipment log for vacuums, floor machines, carts, and other assets; flag items needing repair or replacement
• Prepare and submit supply orders
• Track order status from submission through receipt; follow up on delays and discrepancies
• Maintain organized records of all purchase orders, invoices, and delivery confirmations for billing and audit purposes
• Collect, review, and submit employee timesheets for hourly staff on a weekly basis; flag discrepancies before payroll close
• Track attendance, call-offs, and shift changes to ensure payroll records match actual hours worked
• Maintain an accurate log of new hires, terminations, and role changes to ensure payroll reflects current headcount
• Coordinate with HR or the payroll processor to resolve issues (e.g., missed paychecks, incorrect rates)
• Support compliance with California wage and hour requirements including meal break tracking and overtime flagging
• Maintain confidentiality of all payroll and compensation data
• Track badge status (Red vs. Yellow) for all employees and flag who requires upgrading
• Maintain retraining logs and compliance documentation
• Manage inspector assignment and accountability tracking ahead of the July 1 inspection launch
• Verify PPE compliance records are current and complete across all 74 locations
• Coordinate standardization of inspection checklists across all buildings

Benefits

• steady, reliable work
• opportunities for growth

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed