Primarily supports Service Order Manager for general administrative duties supporting the service order program. Secondarily, provides general secretarial support to the daily operations of the office.
Primary Essential Duties and Responsibilities
Assist Production Control Clerk with administrative support
Receive, organize and prioritize maintenance and repairs work orders
Assist with the efficient scheduling and dispatch of mechanics
Prepares and organizes Preventive Maintenance work orders
Prepare Service Order package folders
Maintain/Keep up to date Contractor and Vendor COI's (Certificates of Insurance)
Maintain /Keep up to date contractor qualifications and certifications.
Request and Maintain files for Contractor provided AHA's
Upload licenses and certifications on site and electronically
Take meeting minutes and transcribe for distribution as required
Prepare and provide required weekly and monthly reports to the government
Perform data entry in SmartsPro, UltiPro, DMLSS, and other software as required
Upkeep of employee safety files, certifications, and records
Assist with employee onboarding and hiring process
Assist with formatting and review site specific policies and procedures.
Perform scanning and copying of documents, sort and deliver mail
Provide administrative support of all other Managers
Other duties as assigned
Knowledge, Experience and Skill Requirements
Two years prior office administrative experience preferred
Proficient in use of MS Office programs, including Microsoft Word, Excel and Outlook
Strong organizational skills
Excellent communication skills
Experience using telephones, fax machines, copy machines, scanners and printers
Licenses and Certification
High School Diploma or Higher Education
Valid Driver's License
Microsoft Office Specialist Certification
Experience in facilities, property or construction management
Employee is regularly required to sit; use hands to handle or feel and communicate effectively. Frequently required to reach with hands and arms and occasionally is required to stand; walk and stoop, kneel, crouch, or crawl. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Fast paced office environment requiring the prioritization of work orders, data entry and frequent communication with management personnel, peers and field mechanics.
This job description is subject to change by the employer as the needs of the employer and requirements of the job change.
We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
Please view Equal Employment Opportunity Posters provided by OFCCP here.
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
J&J Worldwide Services