Facilities Administrative Assistant Job description
Enter and Review Forms in Adobe
" Forms data entry request: Enter data request form, PM request form and change request forms into 28SAP.
" Decline Forms: When not aligned with procedures or sent to incorrect team (e.g., Form-493 should be sent to the storeroom)
" Save and Attach: Completed forms to the appropriate FLOC, MP, and/or equipment
Process Work Orders and PMs for TECO
" Review: Work orders and PMs for completion (check damage codes, completion comments, and signatures)
" Enter: Craftsman, completion comments, codes, and craftsman date in SAP (TECO)
" Scan: Completed work orders and PMs to generate electronic versions
" Attach: Work orders and PMs in SAP
" File: Place work orders and PMs in chronological order and staple duplicates, if applicable
Generate Notifications for the Site and Work Orders Charged to a Project
" Create Notifications: For the site and projects as received (via email, voicemail, or phone call)
Generate Manual Calls
" Create Manual Calls: As received, generally through email
Print PMs
" Print: PMs and place them in appropriate pick-up boxes
" Mail: If applicable, place PMs in internal mail envelope and send courtesy email
" Notify: Individuals without a craft box of their upcoming due PMs via email
" Re-print: PMs as requested
Generate Spreadsheet for New Equipment
" Create Spreadsheet: For all new equipment to be sent and added to global TrackWise
" Notify: Send email to inform the group that this task is completed for the week or month
SAP Updates
" Make Updates: Administrative updates/changes received through email
Audit Requests
" Pull and Scan: Work orders and PMs as requested for customer and regulated agency audits.
Other Administrative Tasks related to CMMS Maintenance Management
" Generate Work Centers
" Educate Individuals: On the process of new equipment being put into SAP, Adobe process, flow of the equipment library, and work order retention period
" Research POs: Tied to provided FLOCs
" Route Forms: Via Adobe
" Hand Deliver PMs
" Other duties assigned
Core Competencies
1. Attention to Detail
o Thoroughly checking forms, work orders, PMs, and cal forms for accuracy and completeness.
o Ensuring all data entered in SAP and other systems is correct and up to date.
2. Organizational Skills
o Efficiently filing and organizing documents, forms, work orders, and PMs in chronological order.
o Managing multiple tasks and ensuring timely completion of all responsibilities.
3. Communication Skills
o Effectively communicating with team members and other departments via email, phone, and in-person.
o Providing clear and concise instructions and education on processes and procedures.
4. Problem-Solving Skills
o Identifying discrepancies in forms and work orders and taking appropriate actions.
o Resolving issues related to the incorrect routing of forms and other administrative tasks.
5. Time Management
o Prioritizing tasks to ensure critical tasks are completed first.
o Managing time efficiently to handle multiple responsibilities without compromising on quality.
Ability Requirements
1. Analytical Ability
o Reviewing and analyzing forms, work orders, and PMs for compliance with procedures and accuracy.
o Checking calibration test points and other technical details to ensure they meet standards.
2. Technical Aptitude
o Understanding and utilizing technical terminology and concepts related to maintenance management and calibration.
3. Adaptability
o Adjusting to changes in procedures and priorities as needed.
o Learning new software and systems quickly to stay current with job requirements.
Computer-Based Requirements
1. Proficiency in SAP
o Entering data and updates accurately in SAP (TECO).
o Attaching and managing electronic versions of work orders and PMs in SAP.
2. Adobe Acrobat
o Entering and reviewing forms in Adobe Acrobat.
o Routing forms via Adobe and ensuring correct processing.
3. Microsoft Office Suite
o Using Excel to generate spreadsheets for new equipment.
o Communicating via Outlook for email correspondence.
4. Scanning and Document Management Systems
o Scanning completed work orders, PMs, and cal forms to create electronic versions.
o Efficiently storing and retrieving documents from electronic management systems.
EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.