Administrative Assistant

Job Summary

The Administrative Assistant will be a first point of contact for, and a first line of help desk support to, a variety of facilities management personnel and clients. The Administrative Asst is responsible for the data entry of work orders related to the maintenance needs of the facility. This position will require the independent judgement to plan, prioritize, and organize a diverse workload.

Pay Rate: $44.39 per hour

Essential Job Functions:

• Position duties include receipt, recording, and distributing work orders utilizing to service groups or crews upon customer requests
• Records information, such as name, address, article to be repaired or service to be rendered, prepares work orders and distributes them to service crew or group
• Dispatches and ensures satisfactory performance of service, keeps record of service requests and work orders, and may dispatch orders and relay messages and special instructions to mobile crews and other departments using radio or cellular telephone equipment
• Compile and record production data from customer service requests, work tickets, asset specifications, and individual worker production sheets following prescribed recording procedures and using different word processing techniques
• Develop and generate preventive-predictive maintenance schedules , update asset records, dispatch preventive and corrective maintenance tasks to staff or groups for accomplishment, record accomplishment and expended labor hours to perform the tasks
• Manage and maintain required records and documentation in CMMS
• Handle incoming calls, and manage outgoing calls, as needed, on multiple phone lines.
• Respond to queries, amend data, and reissue tasks as needed.
• Enter maintenance slip data into a CMMS system.
• Complete administrative tasks as related to the contract to include assisting the Project Manager in creating and submitting reports to the customer, creating and submitting quotes for services, and other general office duties as assigned.
• Answer emails and work order requests.
• Support batching and dispatching of work orders to facility personnel.
• Review and audit work orders for completion and quality prior to entering the system.
• Work with facility personnel to draft and review job plans for preventative maintenance.
• Print and issue work orders
• Close work orders
• Accept and input service calls and work orders from other service contractors
• Receive and process tenant service requests
• Update and maintain inventories
• Create reports as requested
• Attend training as needed
• Other administrative and office management duties as assigned

Required Skills, Experience, and Education:

• High School Diploma or Equivalent
• Experience with NCMMS (National Computerized Maintenance Management Software) or Maximo would be a plus
• Minimum 2-years of solid administrative experience with work order ticketing systems
• Proficient in MS Office tools
• Experience in data entry and record keeping
• Experience in providing customer service to a wide range of individuals and stakeholders
• Excellent communication skills, both written and verbal
• High level of attention to detail
• Proven ability to work under pressure and deal with challenging situations
• Must be a great team player and able to assist entire team with administrative duties
• Ability to make decisions, take ownership, and use own initiative to resolve problems
• Ability to determine priorities and schedule accordingly

Working Environment and Physical Requirement:

Office setting within a commercial facility. May be exposed to loud noise due to machinery and equipment. Office equipment used such as computers, phones, fax machines, printers, filing systems, email applications, and databases. Must be able to sit for long periods of time. Ability to lift up to 25 lbs. Ability to use arms, hands, and fingers to type, file, answer phones, etc.

Action Facilities Management, Inc. (AFM) is a woman-owned small business and minority business enterprise founded in 2001. We specialize in providing integrated facilities management services to both government and commercial clients across 11 states and the District of Columbia.