Administrative Assistant

Position Description

Assists with service orders and supports the overall service order program. Provides general administrative support to the daily operations of the administrative office. Provides customer service desk services administrative support to the daily operations of the administrative office. Assists Management staff with administrative duties.

 

RESPONSIBILITIES AND DUTIES:

 

• Prepare service order package folders
• Work closely with Facility management, tracking and facilitating prompt execution of service order requests
• Work with Contract Maintenance Manager, Assistant Contract Maintenance Manager, subcontractors, Valiant technicians and FM Department to resolve any issues, i.e. bids, work delays, materials, or labor constraints, regarding service orders
• Maintain up-to-date subcontractor and vendor Certificates of Insurance
• Maintain up-to-date subcontractor qualifications and certifications
• Request and maintain files for subcontractor provided AHAs
• Obtain multiple competitive written bids for service order work
• Prepare and provide weekly and monthly reports for the Management staff and Facilities Manager
• Perform daily data entry in DMLSS and other software programs for accurate real time project statuses and performance reporting
• Maintain employee safety files, certifications, licenses and other records for onsite review
• Responsible for maintaining documentation, including scanning, copying, and filing of service orders and other pertinent files of both active and inactive records
• Provide Customer Service Desk Services from 0700-1600 Monday through Friday, excluding federal holidays
• Support the In/Out-Processing of 88th MDG personnel and provide administrative and clerical support for Facility Management
• Receive in/out processing personnel to determine 88th MDG badge and key requirements
• Coordinate ID Badge and key requirements with 88th MDG Facilities Management Office in accordance with established guidelines
• Annotate requesting personnel’s in/out processing documentation at completion of required actions
• Prepare and issue new and replacement MDG ID Badges in accordance with MDG security procedures
• Ensure new and existing MDG personnel maintain their approved level of access by establishing and/or updating the security access control system (currently Lenel OnGuard)
• Enter, modify, and verify proper operation of door groups in the Lenel system as approved by the Facilities Management office. Door groups shall be maintained as directed and approved by the Facilities Management office
• When key issue is required, coordinate key requirements with requesting personnel and Facilities Management office
• Upon receipt of a key request letter for key issue, prepare keys as necessary, issue same to the approved personnel, coordinate the completion of all required documentation at key issue, and document the key issued in accordance with Facilities Management requirements
• Maintain key and lock core inventories and records in the Facilities Management key control program database
• Validate all existing lock cores and corresponding keys for each door in the facility and revise the key control program database as needed to ensure an accurate inventory
• Coordinate with the Information Systems key control database and Civil Engineering locksmith lock core and key records
• For all out-processing personnel, receive any turned in ID Badges and keys
• Verify in the key control program that all issued keys have been returned before signoff and update the program once turn-in actions are complete
• Update the Lenel security access control system to remove all access permissions before signoff
• Serve as a backup Facilities Management Trouble Desk and answer customer phone calls and inquiries
• Manually document service requests in accordance with Facilities Management requirements
• Provide administrative and clerical support to include but not limited to preparing Staff Summary Sheets, letters, memos, notes, talking papers, briefing slides, and meeting minutes for Facility Management and Management staff
• Manage the contractor/vendor sign-in book
• Provide administrative support to Management staff
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