Job description

Title : Facilities Administrative Assistant Location: Greenville, NC, 27834 Duration: 0-12+ months Shift: Monday-Friday 8 AM – 5 PM Pay Rate: $28.00/HR on w2 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.

Requirements

Must-haves

Title : Facilities Administrative Assistant
Location: Greenville, NC, 27834
Duration: 0-12+ months
Shift: Monday-Friday 8 AM – 5 PM
Pay Rate: $28.00/HR on w2
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 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

Nice-to-haves

None flagged.

Application prep

Use the role’s language and application details while tailoring your materials.

Platform: jobdiva
Effort: medium