Facilities Administrative Assistant

Job Title: Facilities Administrative Assistant
Location: Greenville, NC 27834 (Onsite)
Duration: 12months W2 contract with high possibility of extension based on performance and depending on business needs
Shift Timing: Monday-Friday 8AM – 5PM EST
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
Thoroughly checking forms, work orders, PMs, and cal forms for accuracy and completeness.
Ensuring all data entered in SAP and other systems is correct and up to date.
2.Organizational Skills
Efficiently filing and organizing documents, forms, work orders, and PMs in chronological order.
Managing multiple tasks and ensuring timely completion of all responsibilities.
3.Communication Skills
Effectively communicating with team members and other departments via email, phone, and in-person.
Providing clear and concise instructions and education on processes and procedures.
4.Problem-Solving Skills
Identifying discrepancies in forms and work orders and taking appropriate actions.
Resolving issues related to the incorrect routing of forms and other administrative tasks.
5.Time Management
Prioritizing tasks to ensure critical tasks are completed first.
Managing time efficiently to handle multiple responsibilities without compromising on quality.
Ability Requirements
1.Analytical Ability
Reviewing and analyzing forms, work orders, and PMs for compliance with procedures and accuracy.
Checking calibration test points and other technical details to ensure they meet standards.
2.Technical Aptitude
Understanding and utilizing technical terminology and concepts related to maintenance management and calibration.
3.Adaptability
Adjusting to changes in procedures and priorities as needed.
Learning new software and systems quickly to stay current with job requirements.
Computer-Based Requirements
1.Proficiency in SAP
Entering data and updates accurately in SAP (TECO).
Attaching and managing electronic versions of work orders and PMs in SAP.
2.Adobe Acrobat
Entering and reviewing forms in Adobe Acrobat.
Routing forms via Adobe and ensuring correct processing.
3.Microsoft Office Suite
Using Excel to generate spreadsheets for new equipment.
Communicating via Outlook for email correspondence.
4.Scanning and Document Management Systems
Scanning completed work orders, PMs, and cal forms to create electronic versions.
Efficiently storing and retrieving documents from electronic management systems.