Provides administrative support for the Facilities Management Team and coordinates support services for general building management within the assigned facilities.
Essential Duties & Responsibilities
Customer Service: Greets customers and vendors upon arrival to Lewis Facilities Building. Accepts daily deliveries and incoming mail and routes to appropriate personnel. Answers incoming phone calls and responds to multiple email accounts. Cross trains to cover Facilities Support Specialist II position. Assists with receptionist duties as needed for SA Corporate Office.
Work Orders: Monitors and manages Help Ticket System for incoming Facilities Support requests. Creates work orders as needed for each request. Works with the Facilities Management Team to assign the appropriate technician to respond to each request. Monitors and records progress of technicians in system. Assists Technicians in acquiring necessary items needed to complete their assignments. Provides systematic progress reports to technicians & managers.
Invoicing: Codes invoices with appropriate general ledger codes. Enters invoice data and scans invoices to system. Routes invoices for approval and payment. Scans and files invoices. Works with vendor for payment and invoicing issues.
Inventory Management: Manages current inventory of office supplies and orders supplies as necessary. Responds to help tickets for office supply needs. Ensures deliveries of products are timely. Stocks office supply areas and kitchens with necessary supplies bi-weekly. Ensures pricing agreements are in order with vendors. Analyze vendor data and compare cost analysis.
This job will not have supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience
High school diploma or general education degree (GED) and minimum three years related experience.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
To perform this job successfully, an individual should be proficient with Microsoft Office Suite, with an emphasis in Excel.
Certificates, Licenses, Registrations
Valid driver’s license.
Other Skills and Abilities
Strong organizational skills and the ability to plan and prioritize work.
Strong initiative and follow through on projects to completion.
Ability to work independently and make sound decisions.
Strong customer service skills and the ability to work well with and lead others.
Strong verbal communication skills.
Ability to work flexible hours and be available via mobile phone.
Must be able to drive a company vehicle to remote office locations.
Ability to train on equipment needed to receive deliveries.
Ability to multi-task and work in a fast-paced environment
Bilingual in English and Spanish required.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand for long periods of time; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, crawl, talk and hear. The employee must occasionally lift and/or move up to 40 pounds. Will require working in tight and confined spaces at times. Vision abilities include close, distance, color, peripheral vision, depth perception and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is occasionally exposed to moderate noise level.