Buildings & Systems Engineering Admin Assistant

UPS Supply Chain Solutions

About The Position

This role provides facility maintenance support for UPS operations teams, including emergency facility issues and work order management for non-emergency repairs, preventative maintenance inspections, facility inspections, and facility compliance. The position collaborates with internal stakeholders to ensure vendors meet their statements of work, analyzes historic work order trends and cost reports to improve processes and reduce expenses, and provides administrative or technical support for ongoing operations. The role also supports facilities maintenance, project management, communication, and safety activities. It monitors work order and PMI dashboards, coordinates vendor access and escorts, orders housekeeping materials, and manages peak-season and winter equipment requests through SDC. Project support includes tracking forecasts in the BIA forecasting tool, assisting with budget management and forecast adjustments, analyzing variances, maintaining project records and completion reports, and tracking compliance training requirements and due dates. The employee coordinates with operations, maintenance, engineering, vendors, and project stakeholders to deliver technical solutions and promotes safety by following established procedures and best practices.

Requirements

At least 1 year of strong administrative experience.
Strong analytical, organizational, and data management skills.
Advanced Microsoft Excel proficiency, including formulas, pivot tables, lookups, charts, and macros.
Power BI and AI knowledge for data analysis and reporting.
Must be a U.S. citizen or national, a lawful permanent resident, or an alien authorized to work in the U.S. for this employer.

Nice To Haves

Associate's degree in a STEM-related field, or an equivalent combination of education and experience.
Experience in facility management or project management.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Experience with project tracking, budgeting, forecasting, and reporting processes.
Strong attention to detail and accuracy.

Responsibilities

Provide facility maintenance support for emergency facility issues affecting UPS operations teams.
Manage work orders for non-emergency repairs, preventative maintenance inspections, facility inspections, and facility compliance.
Collaborate with internal stakeholders to ensure vendors meet their statements of work.
Analyze historic work order trends and cost reporting to improve processes and reduce expenses.
Monitor and maintain work order and PMI dashboards.
Coordinate vendor access and escorts, and ensure facility needs are addressed in a timely manner.
Order housekeeping materials and manage peak-season and winter equipment requests through SDC.
Track project forecasts through the BIA forecasting tool; support budget management, analyze variances, and assist with forecast adjustments across active projects.
Partner with Project Managers and Engineers to gather project data and maintain active project records and completion reports.
Track compliance training requirements and due dates.
Coordinate with operations, maintenance, engineering, vendors, and project stakeholders to deliver technical solutions as needed.
Promote safety by adhering to established safety procedures and best practices.
Provide administrative or technical support to ensure effective ongoing operations.