Administrative Assistant

Description

Overview

Tanaq Government Services (TGS) delivers professional, scientific, and technical services and information technology (IT) solutions to federal agencies in health, technology, and other government services. TGS is a subsidiary of the St. George Tanaq Corporation, an Alaskan Native Corporation (ANC) committed to serving Federal customers while also giving back to the Tanaq native community and shareholders.

About the Role

We are seeking an Administrative Assistant to provide support at Orville and Wilbur Wright Federal Buildings. The Administrative Assistant will be responsible for maintaining all records pertaining to this contract performance. The selected candidate will be responsible for preparing reports for the Custodial Manager and Project Manager, maintaining personnel records and timesheets, as well as employee training records.

The Administrative Assistant will receive, record and distribute work orders to service crews and upon customer's requests for service. This role will record information, prepare work orders, schedule service, dispatch service crews, keep a record of work orders and service calls, relay information to other departments, and communicate with the customer to ensure satisfactory service. 

This is a fully onsite position that will report to the Orville and Wilbur Wright Federal Buildings in Washington, D.C. Work will be performed at the customer’s location in an office environment with limited privacy and some exposure to background noise and/or noise from equipment.

Responsibilities

• Receive service calls and distribute to Project Management and other staff as appropriate.
• Enter all work requests, issue printed work tickets, and record work progress. Collaborate with Project Manager to ensure all work is performed on time and as requested. 
• Perform data entry, work order management, work order close-out, and prepare reports.
• Observe, receive, obtain, and document information from multiple sources, with focus on customer service.
• Research complaints and recommend resolutions.
• Translate oral and written information from the client accurately into work order software. 
• Use the NCMMS (Maximo) system to manage and document all work orders, including routine service calls, urgent service calls, emergency service calls, track/monitor equipment inventory, and collect information for the development of metrics in the form of Key Performance Indicators (KPI) to monitor custodial operations compliance with contractual performance requirements. Purchase order files, inventory checklists, and monthly reports will be maintained on site and available for inspection by the client.
• Identify, organize, plan, and prioritize requirements of maintenance and repairs.
• Relay work orders, messages, and information to others by phone, 2-way radio, written form, email, in person, etc.
• In addition to service calls process, may organize, maintain, and distribute the monthly Preventive Maintenance (PM) work orders through the customer’s GSA NCMMS/Maximo System. 
• Create, coordinate and track service orders to ensure work is authorized and meets time requirements.
• Audit and maintain documents for accuracy and completeness.
• Electronically process payroll timesheets.
• Submit accounts payable invoices on a weekly basis.
• Order Custodial supplies on a monthly basis.
• Submit government contractual requirements.
• Submit badging requirements for employee new hires and terminations.
• Represent TGS to customers, public and other external sources.
• Follow all safety rules.
• May schedule maintenance service.
• Perform other duties and work on special projects as assigned.

Requirements

Required Experience and Skills

• Minimum 3 years of administrative assistant experience in an office environment required.
• Strong organizational and communication skills required.
• Strong experience with MS Office applications as well as CMMS software required.
• Experience using Maximo NCMMS system highly desired.
• Computer literacy including skill to operate Word processing, spreadsheet, internet, and service order applications.
• Ability to communicate effectively orally and in writing, and to respond to questions from vendors, customers, management, and others.
• Ability to build effective working relationships with staff, customers, and others.
• Follow organized, structured procedures to provide services to serve customer and identify best alternative solutions to problems.
• Ability to compile, code, categorize, calculate, and verify information with atten