Facilities administrative assistant job description

This position will provide administrative support to the department and develop, maintain, and ensure compliance of department records.
DUTIES/RESPONSIBILITIES:


Performs receptionist and clerical duties such as answering telephones, making copies, and providing copies of necessary documents. Issues work orders in a timely manner and assigns to appropriate staff member for handling. Serves as primary contact for answering telephone and greeting visitors; provides appropriate information and assistance; takes messages and refers to appropriate personnel. Receives electronic and telephone work requests from campus community. Follows-up with a sense of urgency and in a timely manner with staff members to ensure work orders are updated, completed, and closed out timely. Initiates work order reports as requested. Supports the facilities department with assistance in work order system software tool and associated applications for processing service requests. Issues work orders in a timely manner and assigns to appropriate staff member for handling. Submits requests for ordering supplies and materials. Initiates and processes requisitions for coordinating the payment of invoices. Assists with providing building access via the access control systems. Complete the paperwork for purchases. Receives, reviews, and processes all purchase requisitions to include the placement of purchase orders. Serves as liaison between the department and the Campus community. Creates and maintains office related records and reports. Prepares department meeting agendas, meeting notes and distribute accordingly. Other duties as assigned.


KNOWLEDGE, SKILLS, AND ABILITIES:


Knowledge of modern office practices and procedures. Knowledge of computers and job-related software programs. Knowledge of basic accounting, data, and administrative management practices and procedures. Ability to obtain a P-Card. Ability to maintain confidentiality of records and information.


MINIMUM QUALIFICATIONS:


High school diploma or GED and three (3) years administrative experience; or a combination of education and related experience. Willingness and openness to learning and growing. Possession of valid driver's license.


PREFERRED QUALIFICATION:


Bachelor's degree from an accredited college and/or university. Five years of relevant work experience.


Working conditions


This position is typically operating in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


Physical requirements


Ability to work in a sitting position for long periods of time. Must have ability to reach, bend, stoop, and occasionally lift to 40 pounds. The noise level in the work environment is usually low to moderate.

Create and provide timely responses to customer inquiries by telephone and/or email in an in- or outbound service center, consistent with service and quality standards. Processes customer orders, bills and accounts, and applications for service, maintenance and termination. Troubleshoots and resolves customer complaints.

Established in 1946, TDIndustries has developed into one of America's premier Mechanical Construction and Facility Services companies serving clients through the full life-cycle of a facility, to include engineering, construction, operations and maintenance. For 70 years, our employee-owned company has provided innovative services that optimize the performance of world-class mechanical and electrical systems that serve healthcare facilities, hotels, schools, sports arenas, mission critical facilities and industrial complexes and other essential institutions.

Our employees, whom we call “Partners” are the heart of our success and what sets us apart from our competitors. FORTUNE Magazine recognized TDIndustries as one of the "100 Best Places to Work", "Top 50 Training Organizations" and "Top 30 Companies to Retire From" due to our solid commitment to the personal and professional development of each employee.

Responsible for the customer's administrative needs and requests, delivering first-rate service to meet or exceed their expectations. Resolves issues within their capability; escalates issues outside capability.

Communicates effectively to guarantee prompt and responsive service to the Customers' immediate and long-term needs.

Coordinates projects with operations and maintenance and ensures alignment to purchase order compliance guidelines.

Interprets and processes work orders, reviews invoices and correspondence. Continually reviews current processes and procedures in order to improve and strengthen the customer experience and increase overall efficiency.

Audits and reviews all work orders to ensure accuracy. Utilizes a system of customer requirements documentation and adherence processes for all aspects of the service call process.

Verify all work activity in the CMMS system. Dispatches or notifies appropriate personnel of work order requests.
Ensures CMMS system functionality and integrity of data. Works as a strong team member and builds relationships with internal and external customers. Performs cross-functional roles as needed.
Minimum Requirements
High School Diploma or GED 2-5 years of facilities support preferred Outstanding organizations skills Willingness to learn Strong written and oral communication skills. Ability to multi-task and work well in a fast-paced environment. Proficient in Microsoft Office software.
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Founded in 1936, Roseburg Forest Products is a privately owned company and one of North America's leading producers of particleboard, medium density fiberboard and thermally fused laminates. Roseburg also manufactures softwood and hardwood plywood, lumber, LVL and I-joists. The company owns and sustainably manages more than 600,000 acres of timberland in Oregon, North Carolina and Virginia, as well as an export wood chip terminal facility in Coos Bay, Ore. Roseburg products are shipped throughout North America and the Pacific Rim. To learn more about the company please visit www.Roseburg.com.
Purpose


Responsible for statistical data entry, production reporting and payroll functions. Perform administrative duties as relates to the payroll and human resources departments, specific to Workforce Ready hourly team member payroll, leave, data management, and administration of the substance abuse program.


Key Responsibilities


Create, review, modify and maintain spreadsheets and databases for operational production reporting Provides day to day contact and communications with team members Provide basic information and resources involving benefits, policies, procedures and practices Administration and tracking of all hourly team member leaves of absence Supports the administration of the bid process Assists facility team members, customers, and visitors by telephone and/or in person Processes the facilities bi-weekly time and attendance for hourly team members for payroll at the plant level Vacation relief for other clerical staff, where applicable Prepare internal and external reports, correspondence, presentations and other related documents with minimal guidance using Microsoft software Daily tracking and administration of facility bid process, where applicable Knowledge of labor contract as appropriate Maintain accurate files and records in compliance with company polices and/or federal and state laws Facilitate specimen collections for substance abuse program Plywood facility: Receiving softwood veneer in E1 and tracking on monthly veneer variance (Hardwood only) Plywood facility: Receiving hardwood veneer in E1, making barcodes, reconciling invoices and maintain hardwood veneer tracking (Hardwood only) Performs other duties as assigned Models company core values



Requirements



Required Qualifications


Two (2) or more years of experience and training that demonstrates the ability to perform the key responsibilities of the position High school diploma or equivalent Excellent keyboard skills and 10-key by touch Ability to prioritize and work with a great deal of speed and accuracy High proficiency in Microsoft Office; Word, Excel and Outlook Ability to meet deadlines, be accurate, work under pressure and multi-task Excellent listening, written and verbal communication skills Highly organized, self-motivated team player that fosters a positive work environment Excellent phone skills Honesty, integrity and efficiency Excellent interpersonal skills Ability to maintain a high degree of confidentiality



Preferred Qualifications


Associate's degree in Business, Accounting, Industrial Relations or related field JD Edwards E1 and Workforce Ready Kronos experience Payroll processing knowledge



AN EQUAL OPPORTUNITY EMPLOYER INCLUDING DISABILITY AND VETERANS