GA-Maintenance Support Coordinator-Savannah, GA

A & Associates•Savannah, GA

About The Position

Under the direction of the Director - Fixed Assets & Maintenance, provide administrative and secretarial support to Maintenance management and the organization. Maintains department files and computer records; develops and maintain spreadsheets; coordinate meetings, answers and responds to telephone calls; receives and handles correspondence and information for the Maintenance Department; and serves as a liaison between departments and outside organizations/vendors.

Requirements

2 - 5 years of experience in a similar role
Excellent written and oral communication skills
Familiar with Microsoft Office Suite (Word, Excel, PowerPoint) and become familiar with MUNIS within thirty (30) days.
Individual must have a strong working knowledge, or ability to quickly gain knowledge, of transit agency security requirements at governmental level; federal, state, and local, capital projects, safety programs and the FTA/GDOT requirements for safety certification of fixed guideway transit systems.
Should possess general knowledge of OSHA regulations as related to general and heavy construction with the intent of becoming the senior agency expert on the subject.
Must demonstrate effective supervisory skills and experience in multi-discipline, matrix organization; excellent coordination and people skills, including the ability to establish and maintain working relationships with management, elected officials, leadership of other government agencies, CAT retained contractors and consultants as well as with other public and private organizations.
Responsible for the development and oversight of the System Safety Program Plan and Security Program Plan.
Skilled in written and spoken communication of administrative and technical data with strong grammar/spelling knowledge sufficient to screen own work as well as that of others; must be able to create, develop, and deliver accurate and effective presentations.
Ability to communicate effectively, orally and in writing with sensitivity, passion and a focus on unity and equity.
Must possess CAT leadership characteristics, including but not limited to, customer focused, innovative, strategic thinker and a team player.
Proven management ability encompassing the development and implementation of strategic goals and objectives, setting and evaluating priorities.
The ability to develop and translate strategic vision into plans for implementation and execution.
A strong work ethic to produce a focused, dedicated, high performance work team among both internal and external stakeholders, with a focus on collaboration, mentoring, nurturing and delivery of exceeded goals.
Excellent interpersonal skills, capable of relating effectively to a diverse range of people.
A track record in administrative management, stewardship and developing proven strategies to build a multi-faceted area.
Experience as a change agent, operating at the highest level of the organization.
Strong organizational, analytical and strategic thinking skills with demonstrated ability to create implement and maintain complex plans and translate those plans into goals and concrete methods and strategies.
A career track record that shows stability within an organization and the capacity to develop and nurture relationships that culminate overall success.
Ability to be technologically savvy and use resources necessary to make the organization more efficient and competitive.
Ability to read and comprehend instructions, short correspondence, and memos. Must have good writing skills. Ability to effectively present information one-on-one and small group situations to customers, clients, and other employees of the organization. Must be able to speak fluent English in order to communicate with people when dispatching.

Responsibilities

Performs data input and types correspondence, memoranda, reports, schedules, statistical data, and other documents from rough drafts, notes and verbal instructions, in rough draft and finished copy.
Receives, sorts, routes and prioritizes mail, data, messages, reports, correspondence and other documents. Maintains specialized records for the department consisting of FMLA, attendance and disciplinary paperwork.
Coordinates worker's compensation injury and required documents with the Director of Safety and Training.
Ensures employee drug/alcohol, annual physical and expired driver license notification is made within the organization's policies and procedures.
Schedules supervisory training with external vendors.
Inputs various data into the computer using Excel spreadsheets to maintain attendance, employee information and other various data.
Serves as a backup for daily maintenance department work order computer input. Types and logs in purchase orders for Maintenance Manager and Supervisors.
Screens and answers telephone calls for the Director. Speaks with visitors and provides requested information or refers them to the Director or to the appropriate person for assistance.
Coordinates staff member requests for information and meetings with the Director and prioritizes them for proper time management.
Coordinates building maintenance and shop utility requests.
Audits and proofs a variety of statistical reports, records and data specific to the department.
Assists in budget preparation.
Coordinates purchasing and billing between the Maintenance and Finance Departments.
Communicates with co-workers, management, and others in a courteous and professional manner.
Serves on various committees and conducts special projects assignments, as requested.
Conforms with and abides by all regulations, policies, work procedures, and instructions.
Conforms to all safety rules and wears/uses all appropriate safety equipment.
Performs with excellence other work-related duties as assigned.