Facilities Administrative Assistant

Family Express Corporation•Valparaiso, IN

18d

About The Position

The Facilities Administrative Assistant is responsible for assisting the facilities management team in updating, programming, and monitoring day to day activities in Service Channel related to vendor/contractor tickets. General Purpose : To provide our customers with total satisfaction by offering competitively priced, high-quality products and services in a clean, safe, and friendly environment. To serve our community through volunteerism and produce a return on assets which will assure the future prosperity of our employees and our company. To be an ambassador of our “Living Brand” by building relationships with our customers.

Requirements

Associate Degree in Computer Science, Facilities Management or the equivalent combination of experience and education.
Must be able to be on call 24 hours a day, 7 days a week.
Must have dependable transportation.
Must be able to travel daily between all Family Express locations or other non-Family Express locations when necessary.
Strong conviction to assist others
Customer Service Oriented
Strong Stress Tolerance
Situational Awareness
Strong analytical and reasoning skills
Ability to work independently
Ability to ensure issues are resolved the “first time.”
Time management, the ability to organize and manage multiple priorities with sense of urgency
Excellent interpersonal and highly effective communication skills
High performance team building and strong team player
Commitment to company mission and values
Intermediate mathematical skills
Constructively deals with conflict
Adaptability, flexibility and receptive to change
Effective decision making based on sound judgment and reasoning
Good typing skills – minimum 40 words per minute
Knowledgeable and proficient on Microsoft Office products

Nice To Haves

Associates Degree in Computer Science, Facilities Management or the equivalent combination of experience and education.
Previous retail experience.
Preferably convenience stores.

Responsibilities

Understands structure of petroleum systems
Vendor set-up and communication
Ensure Service Channel tickets contain accurate information are assigned to correct vendors
Identify and escalate situations requiring urgent attention
Follow up with vendors on status of open and in-progress Service Channel tickets
Ensure tickets are being responded to within required timeframe and are updated with relevant status.
Monitor emergency tickets for proper vendor assignment, acceptance, and completion in time specified via Open Emergencies Report.
Create Service Chanel tickets for additional items reported by FE Techs and Vendors.
Approve invoices for = < $100 or i.e. Landscape and Snow Plow vendors.
Ensure new vendor forms are sent out and returned.
Send new vendor invitations
Monitor department training
Assist Help Desk and FE Tech & Vendor assignment.
Prepare activity reports
Stay current with system information, changes, and updates
Builds Relationships
Promotes Living Brand
Serves as Product Brand Advocate
Adheres to company approved accounting procedures
Promotes and is an advocate for “Safety”
Promotes Company’s mission statement
Fosters Company’s Culture
Seeks, promotes, and implements “Best Practices”
Other duties as assigned