Facilities administrator job description

Reporting to the Director of Finance and Facilities in Advancement Services, the Finance and Facilities Specialist provides high-level administrative support to ensure smooth and successful facility operations, special projects, and employee on-boarding and off-boarding. The position is an integral team member working with all members of AAR staff while creating partnerships across campus with Facilities, IMSS and Human Resources.

Identify, coordinate and manage finance, facilities and equipment requests for the Division. Document services, track open requests, follow-up on requests through completion, and close requests as appropriate. Requests include but are not limited to building repairs, electronic resources, telecommunications, signage and building access. Systems used to track requests include but are not limited to: The Q, Sharepoint databases, AiM Customer Portal, Facilities Service Requests, AAR Onboarding database and Building Space Data System.

Coordinate requisition, deployment, moving, retirement, and inventory tracking of electronic equipment (computers, monitors, printers, copiers, phones, etc.) with internal support teams. Effectively manage the calendar and timeline across departments and internal partners.

Independently plan, organize, and complete Division procurement of goods and services, including creating Techmart requisitions and interfacing with Procurement organization. Collaborate with Procurement, contracting officers, vendors and AAR staff regarding terms and conditions, content, timeline and budget. Provide ownership of purchasing timelines and deliverables, keeping the director informed as appropriate to the scope, level and nature of requirements.

Serve as the payroll activity manager (PAM) for AAR staff. Train and provide back-up as needed for AAR timecard approvers.

Manage employee onboarding for Division new hires by opening help desk tickets, provisioning systems access, ensuring workstations are equipped with the requested electronic equipment, arranging for or providing training on Kronos (payroll system) and other relevant internal applications (such as Advance, Oracle, Data Warehouse, Techmart, CardQuest, as requested), phone and voicemail set-up, CASE enrollment, and emergency preparedness. Provide hiring manager with detailed recap of actions taken. Document new hire training resources provided, general AAR orientation and campus information.
Manage the off-boarding process for separating and transferring team members. Update AAR internal directories, phone lists, electronic distribution groups, staff rosters, and floor plans. Serve as the Sharepoint/Nucleus content manager for the Finance and Facilities department. Assist with planning, implementation, and documentation of AAR Emergency Preparedness Plan and other safety and security initiatives including AED, First-Aid and ergonomic training. Other day-to-day activities as assigned, which will include procuring electronic equipment and office supplies
Basic Qualifications
A minimum of three years of progressively responsible administrative experience. High level of analytical skills and strong attention to detail with excellent follow through. Excellent organization and time management skills and capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy. Strong customer service orientation or help desk experience with friendly demeanor. Ability to interface with all levels of staff including leadership and external customers. Ability to work effectively in a high-volume and fast-paced environment. Ability to stay organized and prioritize effectively with competing priorities, multiple interruptions and tight deadlines. Tact, discretion, diplomacy; experience and judgment to deal appropriately with confidential information. Well-spoken and poised, with the highest standards of professionalism maintained at all times. Someone who can work independently and operate with a high level of autonomy. Strong proficiency with Microsoft Office applications including demonstrated ability with Excel, Word and Power Point. Excellent written and verbal communication skills and interpersonal skills, with the ability to communicate clearly, tactfully and persuasively within the institution and to external constituents. Strong orientation to teamwork and ability to bring others together to solve problems and balance competing priorities effectively.
Skill Level:
Intermediate level
About Aston Carter:
Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.
At Aston Carter, we're dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions - from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.
Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients' capabilities by seeking solvers and delivering solutions to address today's workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit . Aston Carter is a company within Allegis Group, a global leader in talent solutions.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call or email for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

Explora Biolabs powers preclinical research with scalable vivarium management through a network of preclinical, AAALAC-accredited vivarium spaces and CRO options for clients in biotech-dense areas. As the biotech decade advances with unprecedented importance, speed, funding and momentum, the biotech services infrastructure is maturing rapidly with it. Explora is leading the revolution in how in vivo pre-clinical research is performed in the key clusters for early-stage biotech development. The story of how biotech services will evolve over the next decade is being written right now and Explora is at the center of the opportunity.

This key position in the Facilities department, the coordinator holds the primary responsibility for the administration of the SharePoint CMMS and general facilities administrative support.
I. ESSENTIAL DUTIES AND RESPONSIBILITIES:


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Develops and maintains equipment records


Maintains CMMS to ensure all preventive maintenance (PM) activities and unscheduled repairs are performed and documented
.
Managing work requests Work order management Inventory control Equipment and building documentation


General administrative support
Order processing Supply ordering Preventive maintenance support Basic clerical functions EH&S support Other duties as assigned


II. REQUIRED EDUCATION AND EXPERIENCE



Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer. Dexterity of physical condition to operate all job duties; travel site to site throughout shift as needed. Moving throughout shift and stretching of arms and legs throughout regular work shift. Ability to lift up to 25 pounds throughout shift


Required Skills/Abilities:
Excellent verbal and written communication skills and professional phone matter. Excellent interpersonal and customer service skills. Excellent organizational skills and attention to detail. Excellent computer skills Excellent time management skills with a proven ability to meet deadlines and prioritize tasks. Ability to function well in a high-paced and at times stressful environment. Ability to work well within a team, while still being self-sufficient when needed.


Education and Experience:
High School Diploma or equivalent. 3-5 years of experience in an office, services provider, laboratory, or manufacturing environment supporting department goals and processes.


Preferred Experience:
Experience with CMMS or work order systems is required. Experience with SharePoint, Mainsaver, Maximo or Corrigo is preferred.


Special Conditions of Employment:
Must be able to travel to various facilities within the San Diego area during shift. Must be willing to work in life sciences business involving animal research.

Pacific Office Automation is one of the largest independently-owned document imaging and technology dealers in the nation. Since 1976, we have grown to twenty-eight branches located in nine western states. With over 40 years of success in office equipment and technology sales/service, our growth and reputation have afforded us great relationships with top manufacturers such as Canon, Sharp, Konica Minolta, HP, Ricoh, Lexmark, and many more.

At Pacific Office Automation, youll find an amazing technology company full of growth opportunities, great benefits, and passionate coworkers who aim to help you succeed. Among our company goals, we aim to be a long-term employer. That means providing employees with the training and certification they need to keep up with the fast-changing technology of our office machines, devices, and software. At POA, we believe that all voices can and should be heard, regardless of seniority or tenure.

We are currently seeking a Facilities Administrator for one of our customers in Salt Lake City, UT. Our ideal candidate will have excellent organizational skills and the ability to effectively self-manage. Successful candidates will need to exhibit objective decision-making, problem solving, and customer relation skills.
* Ensure all machines are stocked and in proper working order.
* Coordinate service and maintenance of all equipment.
* Manage relationship between client and POA service departments.
* Troubleshoot minor technical issues on machines.

Qualifications

* Excellent customer service skills
* Demonstrated ability to multi-task
* Ability to work independently with minimal direct supervision
* Ability to walk, bend, kneel, stand, and/or sit for an extended period of time
* Manual dexterity required for operating office machinery (phone, copy machines, etc.)
* Entry-level mechanical skills

Benefits

* Advancement and growth into leadership roles
* Team-player environment
* Medical/Dental/Vision/Life insurance plans
* Matched 401k
* PTO, Vacation, Sick Leave
* FSA/HSA Programs

Our Commitment to Diversity and Inclusion

Pacific Office Automation is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, gender, sexual orientation, gender expression or identity, age, religion, veteran status, or any other characteristic protected by law. We celebrate our employees differences because we know that diversity makes us stronger.