Retail Facilities Operations Facilitator

O'Reilly Auto Parts • Headquarters, KY

4d

About The Position

Support to the Administration Supervisor in overseeing the administration team, the re-occurring services team, and the overall administration needs of the department. ESSENTIAL JOB FUNCTIONS Assist the Administration Supervisor in vendor maintenance in the MARS system. Maintain a filing system for all sensitive vendor documents: digital and hard copies. Sets up all new vendors in the MARS system, to ensure required documentation is acquired, before maintenance coordinators award work orders to the vendor. Updates all of the legal documentation and vendor information in the MARS system, so the maintenance coordinators can continue to award work orders to the vendor, i.e. COI maintenance and W-9 maintenance. Assist the Administration Supervisor in compiling completed bidforms and saving them to the departments archive drive for future reference, once a completed bidform checklist has been submitted. Execute New Store set up procedures for newly opened Retail Facilities. Update Shipping Addresses on Grainger Website. Update Work Queue Rules by store for divided states. Send new store email to the newly opened store and the Retail Facilities Coordinator, Re-Occurring Services Team Member, and Sign Team Coordinator that will be responsible for the store. Send email to Re-Occurring Services Team Member when as store has been relocated as well. Create and send Quarterly Cost Comparison Reports for Preventative Maintenance and Maintenance Repairs Create Divisional, Regional and District Breakdown Reports. Submits report for review to the Retail Facilities Director. Once approved, emails the individual reports to the points of contact for each Region, Division, District and Corporate Leaders. Assist Administration Supervisor in training new maintenance coordinators in administration processes for the department Trains communication and response formats for Vendor Set-ups. Trains communication and response formats for Invoice Inquiries. Trains on the process for Invoice Coding Standards. Trains on the overall communication standards within the department. Trains both sides of the Admin Team on the MARS system and how they will be using it to perform their individual job duties. Trains both sides of the Admin Team on Lucernex and how they will be using it to perform their individual job duties. Trains on O’Reilly’s and the Departments Policies and Procedures, and how they pertain to their positions. Makes edits/adjustments for team members who have missed punches. Enters any benefit time into the system that a team member may be using for the pay period. Approves payroll at the end of a pay period and submits to the Payroll Department. Create and update Retail Facilities Maintenance Coordinator Maps, Re-Occurring Services Map, Department Layout Sheet and TeamNet Contact List for the department. Make updates to current map when coordinator state responsibilities change.Send the updated map to all departments and points of contact that benefit from/need to know which Coordinator/Re-Occurring Service member is responsible for each state. (Property Management, Project Administrators, Sign Team Coordinators, O’Reilly Receptionist, National Vendors). Update Excel Spreadsheet found on TeamNet for the Retail Facilities Maintenance coordinators and send updated copy to the TeamNet Administrator responsible for updating the system.

Requirements

• High School diploma or equivalent
• 1-2 years’ experience working in an office environment
• Strong computer skills (Microsoft Office, email, etc)
• Good communication skills (verbal and written)
• Ability to handle multiple priorities and adapt to change
• Ability to work well on a team and independently

Nice To Haves

• Associate degree or higher in relevant field
• 2-4 years’ of related experience

Responsibilities

• Assist the Administration Supervisor in vendor maintenance in the MARS system.
• Maintain a filing system for all sensitive vendor documents: digital and hard copies.
• Sets up all new vendors in the MARS system
• Updates all of the legal documentation and vendor information in the MARS system
• Assist the Administration Supervisor in compiling completed bidforms and saving them to the departments archive drive for future reference, once a completed bidform checklist has been submitted.
• Execute New Store set up procedures for newly opened Retail Facilities.
• Update Shipping Addresses on Grainger Website.
• Update Work Queue Rules by store for divided states.
• Send new store email to the newly opened store and the Retail Facilities Coordinator, Re-Occurring Services Team Member, and Sign Team Coordinator that will be responsible for the store.
• Send email to Re-Occurring Services Team Member when as store has been relocated as well.
• Create and send Quarterly Cost Comparison Reports for Preventative Maintenance and Maintenance Repairs
• Create Divisional, Regional and District Breakdown Reports.
• Submits report for review to the Retail Facilities Director.
• Once approved, emails the individual reports to the points of contact for each Region, Division, District and Corporate Leaders.
• Assist Administration Supervisor in training new maintenance coordinators in administration processes for the department
• Trains communication and response formats for Vendor Set-ups.
• Trains communication and response formats for Invoice Inquiries.
• Trains on the process for Invoice Coding Standards.
• Trains on the overall communication standards within the department.
• Trains both sides of the Admin Team on the MARS system and how they will be using it to perform their individual job duties.
• Trains both sides of the Admin Team on Lucernex and how they will be using it to perform their individual job duties.
• Trains on O’Reilly’s and the Departments Policies and Procedures, and how they pertain to their positions.
• Makes edits/adjustments for team members who have missed punches.
• Enters any benefit time into the system that a team member may be using for the pay period.
• Approves payroll at the end of a pay period and submits to the Payroll Department.
• Create and update Retail Facilities Maintenance Coordinator Maps, Re-Occurring Services Map, Department Layout Sheet and TeamNet Contact List for the department.
• Make updates to current map when coordinator state responsibilities change.
• Send the updated map to all departments and points of contact that benefit from/need to know which Coordinator/Re-Occurring Service member is responsible for each state.
• Update Excel Spreadsheet found on TeamNet for the Retail Facilities Maintenance coordinators and send updated copy to the TeamNet Administrator responsible for updating the system.

Benefits

• Competitive Wages & Paid Time Off
• Stock Purchase Plan & 401k with Employer Contributions Starting Day One
• Medical, Dental, & Vision Insurance with Optional Flexible Spending Account (FSA)
• Team Member Health/Wellbeing Programs
• Tuition Educational Assistance Programs
• Opportunities for Career Growth

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED