Facilities Administrative Specialist (Temporary Contract)

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Job Description:

Airbus Helicopters is looking for a Facilities Administrative Specialist to join our Facilities department based in Columbus, MS.

You will be responsible for providing administrative support to the Facilities Management team at Airbus Helicopters, Inc. Columbus. The primary responsibilities include coordinating department procurement and accounts payable obligations, record management, service center functions, and other duties as assigned ensuring a high level of customer satisfaction and collaboration with stakeholders across AHI.

Meet the Team:

Working in our Facilities department, it's our mission to help support Airbus' greatest assets: our team members and our products through the physical space that houses them. Our team works cross-departmentally as well as with our global counterparts to ensure we are making a positive, safe, and productive working environment.

Your Working Environment:

On the eastern border of Mississippi you'll find Columbus, home to our Helicopter manufacturing and assembly lines and Center of Excellence for the entire North America region. It's here that we produce the UH-72A Lakota Helicopters for the U.S. Army in addition to the H-125 aircraft for civil and commercial customers.

Your Challenges:

Department Coordination 40%

• Provides support to include typing, compiling, filing, and preparation of correspondence, reports, etc.

• Maintains and coordinates departmental records system including files, logs, records, and data.

• Sorts, opens, and distributes daily departmental mail.

• Maintains office supply inventory.

• Makes travel and lodging arrangements (as appropriate) for assigned personnel.

• Tracks and reports on departmental SQCDP objectives on a routine basis.

2.Accounts Payable Support 30%

• Verifies and tracks all monthly utilities, leases, or services invoices that are received by accounting.

• Verification of goods receipt / service completion for invoice payment is documented in MIGO within SAP.

• Prepares check requests as needed for payments

• Ensure proper coding of all departmental invoices for payment is within budget guidelines and properly categorized.

• Reconciliation of past due accounts and year-end receipt of invoices

3.Service Center/ Tech Support Coordinator 10%

• Ensures technicians have needed parts on hand for prompt completion of jobs. This includes, but not limited to, assisting with quotes, typing purchase requests, and ensuring prompt purchase order turn around.

• Schedules and coordinates prompt delivery of parts and/or equipment with vendors

• Follows up with Service Center requestor and notify him/her of work order status, completion dates and extensions as needed.

• Maintains all tracking and logs for the Facilities Department:

• Issues keys as needed to entry doors, tool boxes, lockers and any padlocks site wide.

• Issues property passes and ensures property taken from site is within reason.

4.Vendor Support Coordination 10%

• Schedule and coordinate facility vendors coming on site;

• Ensures proper paperwork, keys, and safety equipment are provided as needed to onsite vendors.

• Assists in ensuring all yearly training as maintained by vendors routinely on site.

• Contacts service vendors upon needing additional support, supplies, and materials for extra coverage.

5.Flight Operations Fuel Reporting 10%

• Verifies fuel and defuel records, tracking, invoices, and reporting

• Logs all aircraft receiving fuel and being defueled along with volume of fuel used and defueled, the type of aircraft being fueled and defueled, and the WBS number associated with each aircraft.

• Assists in purchase order and shipping out of fuel sample associated with fuel truck and the defueler

• Provides coding for all fuel invoices to ensure charging based on individual aircraft instead of charging full cost back to the cost centers.

• Provides totals and reports on an as needed base for environmental/audit purposes for aircraft fuel used or defueled.

6.Additional Responsibilities:

• This position description is not intended to be all-inclusive and employee will also perform other tasks as assigned.

Your Boarding Pass:

• High School Diploma or equivalent, required. Bachelor's Degree, preferred.

• Minimum 3 years of experience involving invoicing, quoting, administration, and coordination; required

• Minimum 4 years of experience in facilities operations, preferred

• Fluent knowledge of Google Workspace or Microsoft Office, required

• Experience in SAP, highly preferred

Physical Requirements:

• Onsite: 100% every day

• Vision: able to see and read computer screen and other electronic equipment with screens, able to read documents, reports and engineering drawings. 100% every day

• Hearing: able to hear to participate in conversations in person and via teleconference or phone and to hear sounds on production floor including safety warnings or alarms. 100% every day

• Speaking: able to speak in conversations and meetings, deliver information and participate in communications.100% every day

• Equipment Operation (personal computer, telephone, copies, fax machine, and related office equipment and using electronic identification card to enter building floors and internal doors): able to operate most office and personal electronic equipment and some tools including production tools such as hydraulic lifts. 100% everyday

• Carrying: able to carry documents, tools, drawings, electronic equipment up to 30lbs/14kgs. n/a

• Lifting: able to lift documents, tools, drawings, electronic equipment up to 30lbs/14kgs. n/a

• Pushing / Pulling: able to push and pull small office furniture and some equipment and tools n/a

• Sitting: able to sit for long periods of time in meetings, working on computer.100% every day

• Squatting / Kneeling: able to squat or kneel to retrieve or replace items stored on low shelving.

• Standing: able to stand for discussions in offices or on production floor. 100% every day

• Travel: able to travel independently and at short notice. n/a

• Walking (include routine walking such as to a shared printer to retrieve documents): able to walk through office and production areas including uneven surfaces. 100% every day

• Personal Protective Equipment required: steel toed shoes are required for all shop floor visits; appropriate hearing/eye protection may also be required when visiting the shop floor

This opportunity requires US Person status under ITAR definition (i.e. must be a U.S. Citizen, green card holder or person that can be covered under Airbus' ITAR license). Those that require visa sponsorship/work authorization now, or any point in the future, are not eligible for this opportunity.

This position is a temporary (contract) position with no specific time period but could be extended or shortened as needed. Contractors are employed by a 3rd party vendor and placed on assignment to Airbus in America.

Take your career to a new level and apply online now!

A full job description will be provided to candidates who progress to the interview stage or any candidate upon request.

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company's success, reputation and sustainable growth.

Company:

Airbus Helicopters, Inc.

Employment Type:

Agency / Temporary

Experience Level:

Professional

Remote Type:

On-site

Job Family:

Job Posting End Date: 07.12.2024

Airbus provides equal opportunities to all individuals seeking assignment with Airbus without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. In addition to federal law requirements, Airbus complies with applicable state and local laws governing nondiscrimination in every location in which the company has facilities. Airbus expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. This assignment description does not constitute a written or implied contract of employment.

By submitting your CV or application you are consenting to Airbus using and storing information about you for monitoring purposes relating to your application or future employment. This information will only be used by Airbus.

Airbus is committed to achieving workforce diversity and creating an inclusive working environment. We welcome all applications irrespective of social and cultural background, age, gender, disability, sexual orientation or religious belief.

Airbus is, and always has been, committed to equal opportunities for all. As such, we will never ask for any type of monetary exchange in the frame of a recruitment process. Any impersonation of Airbus to do so should be reported to emsom@airbus.com.