Facilities Administrative Assistant
About The Position
The Facilities Administrative Assistant performs administrative support for CMMS maintenance management. The role enters and reviews forms in Adobe and SAP, processes work orders and preventive maintenance (PM) records, generates site and project notifications and manual calls, prints and distributes PMs, prepares spreadsheets for new equipment, makes SAP updates, and supports audit requests. Additional duties include generating work centers, educating individuals on related processes, researching purchase orders tied to FLOCs, routing forms, hand-delivering PMs, and completing other assigned duties. The position is onsite in Greenville, North Carolina, works Monday through Friday from 8:00 AM to 5:00 PM, and is a 12-month contract paying $28 per hour on W-2.
Requirements
- Attention to detail when reviewing forms, work orders, PMs, and calibration forms for accuracy and completeness.
- Organizational skills to file and organize records chronologically and manage multiple tasks.
- Communication skills for effective communication by email, phone, and in person, and for explaining processes and procedures.
- Problem-solving skills to identify discrepancies and address incorrectly routed forms and other administrative issues.
- Time-management skills to prioritize and complete multiple responsibilities efficiently.
- Analytical ability to review forms, work orders, and PMs for procedural compliance and accuracy, including checking calibration test points and other technical details.
- Technical aptitude and ability to understand maintenance-management and calibration terminology and concepts.
- Adaptability to changes in procedures and priorities and ability to learn new software and systems quickly.
- Proficiency in SAP, including accurate data entry and updates in TECO and management of electronic work orders and PMs.
- Proficiency in Adobe Acrobat for entering, reviewing, and routing forms.
Responsibilities
- Enter data request, PM request, and change request forms into SAP.
- Decline forms that do not align with procedures or were sent to the incorrect team.
- Save and attach completed forms to the appropriate FLOC, MP, and/or equipment.
- Review work orders and PMs for completion, including damage codes, completion comments, and signatures.
- Enter craftsman information, completion comments, codes, and craftsman dates in SAP (TECO).
- Scan completed work orders and PMs to create electronic versions, attach them in SAP, and file them chronologically; staple duplicates when applicable.
- Create notifications for the site and project-charged work orders as requests arrive by email, voicemail, or phone.
- Create manual calls as received, generally through email.
- Print PMs and place them in the appropriate pickup boxes; mail them when applicable and send courtesy emails.
- Email individuals without craft boxes about upcoming PMs and reprint PMs as requested.
- Prepare a spreadsheet of new equipment to be sent for addition to global TrackWise and notify the group when the task is completed for the week or month.
- Make administrative SAP updates and changes received by email.
- Pull and scan work orders and PMs for customer and regulated-agency audit requests.
- Generate work centers.
- Educate individuals about adding new equipment to SAP, the Adobe process, the equipment library workflow, and work-order retention periods.
- Research purchase orders tied to provided FLOCs, route forms via Adobe, and hand-deliver PMs.
- Perform other assigned duties.
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What This Job Offers
Education Level
No Education Listed
