Production Control Clerk

Katmai • Miami, FL

2d • $25

About The Position

SUMMARY Maintain a close and highly responsive relationship to the day-to-day activities of the supervisor and staff. Perform various clerical and secretarial duties . ESSENTIAL DUTIES & RESPONSIBILITIES Screen/coordinate telephone calls, service requests, and incoming/outgoing correspondence; respond to requests for information concerning office procedures and clerical processing; report actions that should be handled by the supervisor, appropriate staff, or other offices; prepare routine non-technical correspondence. Receipt, record and distribute work orders utilizing IBM Maximo 7.6 (NCMMS) to service groups or crews upon customer request. Record information such as name, address, article to be repaired or service to be rendered. Prepare work orders and distribute to service crew or group. Keep record(s) of service calls and work orders and dispatch orders and relay messages and special instructions to mobile crews and other departments using radio or cellular telephone equipment. Arrange for conferences and meetings and assemble established background materials as directed. Attend meetings and record and report on the proceedings as requested. Distribute directed communications to team members via email or phone, as appropriate. Compile and record production data from customer service calls, work tickets, asset specifications, and individual worker production sheets following prescribed recording procedures and using different word processing techniques. Develop and generate preventive-predictive maintenance schedules, update asset records, dispatch preventive and corrective maintenance tasks to staff or groups for accomplishment, record accomplishment and expended labor hours to perform the tasks. Review outgoing and incoming documents and correspondence for consistency and conformance with Supervisor's procedures. Assure that proper approvals have been obtained, when needed. Compile reports, and data needed to complete reporting, as requested by the Supervisor. Collect and combine information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff. Explain to subordinate staff Supervisor's requirements concerning office procedures and documents. Support the processing of invoices, timecards, and database entry (NCMMS/dBase). Process security clearance paperwork, new vendor set-up, and vendor invoices for payment. Maintain records and files. Track vacations and paid time off (PTO) balances and maintain the PTO calendar. Coordinate communication of service requests to ensure issues are addressed and status is reported to the designated Supervisor. Compile requests for materials and orders supplies as requested and approved by the Supervisor. Check assigned mailbox for mail and packages daily. Attend all training assigned both on the computer and off. Maintain regular and punctual attendance. Perform other duties as assigned. SUPERVISORY RESPONSIBILITIES None.

Requirements

• High School diploma or GED.
• Proficient with Microsoft software including Word, PowerPoint, Access, Excel, Outlook, Adobe Acrobat, and custom database entry.
• Knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.
• Minimum of two ( 2) years’ experience with data base management, filing and processing.
• Experience using general office equipment including computers, copiers, fax machines, etc.
• Must obtain and maintain any necessary security access and/or background checks.
• Must have or be able to attain a valid state driver’s license and be insurable on the company’s automobile insurance policy.

Nice To Haves

• Good communication and interpersonal skills both verbally and written.
• Ability to interact with staff, outside clients, and vendors in a fast -paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
• Ability to interpret and follow a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to coordinate multiple projects and stay within deadlines.
• Ability to prioritize tasks appropriately.
• Organizational skills and detail oriented including skills needed to accurately and orderly file documents.
• Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
• Ability to work fairly independently with minimal supervision or guidance, while exercising good judgment.
• Ability to interface with all levels of management and communicate effectively.
• Proven ability to exercise mature judgment – specifically in recognizing and respecting the confidential nature of corporate and personnel matters.

Responsibilities

• Screen/coordinate telephone calls, service requests, and incoming/outgoing correspondence; respond to requests for information concerning office procedures and clerical processing; report actions that should be handled by the supervisor, appropriate staff, or other offices; prepare routine non-technical correspondence.
• Receipt, record and distribute work orders utilizing IBM Maximo 7.6 (NCMMS) to service groups or crews upon customer request.
• Record information such as name, address, article to be repaired or service to be rendered.
• Prepare work orders and distribute to service crew or group.
• Keep record(s) of service calls and work orders and dispatch orders and relay messages and special instructions to mobile crews and other departments using radio or cellular telephone equipment.
• Arrange for conferences and meetings and assemble established background materials as directed.
• Attend meetings and record and report on the proceedings as requested.
• Distribute directed communications to team members via email or phone, as appropriate.
• Compile and record production data from customer service calls, work tickets, asset specifications, and individual worker production sheets following prescribed recording procedures and using different word processing techniques.
• Develop and generate preventive-predictive maintenance schedules, update asset records, dispatch preventive and corrective maintenance tasks to staff or groups for accomplishment, record accomplishment and expended labor hours to perform the tasks.
• Review outgoing and incoming documents and correspondence for consistency and conformance with Supervisor's procedures.
• Assure that proper approvals have been obtained, when needed.
• Compile reports, and data needed to complete reporting, as requested by the Supervisor.
• Collect and combine information from the files or staff for routine inquiries on office program(s) or periodic reports and refer non-routine requests to supervisor or staff.
• Explain to subordinate staff Supervisor's requirements concerning office procedures and documents.
• Support the processing of invoices, timecards, and database entry (NCMMS/dBase).
• Process security clearance paperwork, new vendor set-up, and vendor invoices for payment.
• Maintain records and files.
• Track vacations and paid time off (PTO) balances and maintain the PTO calendar.
• Coordinate communication of service requests to ensure issues are addressed and status is reported to the designated Supervisor.
• Compile requests for materials and orders supplies as requested and approved by the Supervisor.
• Check assigned mailbox for mail and packages daily.
• Attend all training assigned both on the computer and off.
• Maintain regular and punctual attendance.
• Perform other duties as assigned.

Benefits

• Medical, Dental, Vision, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), Vacation & Paid Personal Time, 11 Paid Federal Holidays, and Leave of Absence.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees