Facilities Administrative Assistant

Title: Facilities Administrative Assistant

Location: Greenville, NC 27834| On-site

Shift: M-F, 8 AM to 5 PM

Pay Rate: $28/hr on W2

Type & Duration: Contract | 12 months

Full 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

Indotronix, founded in 1986 in New York, is a leading provider of IT, Engineering, Clinical, Scientific, and Professional staffing solutions.
As part of the Indotronix Avani Group, the company serves Fortune 500 organizations across diverse industry verticals.
With decades of industry experience and long-standing client relationships, Indotronix is recognized as a trusted talent and consulting services partner.