HVAC O&M Admin Assistant VI

What you will do

Perform general routine office duties for Operations & Maintenance (O&M) contract sites, following standard procedures and specific instructions. Duties performed may include typing, file maintenance, operation of office equipment and answering telephones. Maintain Computerized Maintenance Management System (CMMS), which may include opening and closing work orders, maintaining equipment status, managing work order back log, maintaining inventory tracking system, and purchasing system.

How you will do it

• Maintain and operate CMMS as directed by Supervisor; create workorders; create and maintain equipment history database; manage inventory tracking module, purchasing module, etc.
• Manage on-site routine filing system of training records, sub contract data, maintenance records, etc.
• Provide telephone backup coverage, responding to interdepartmental inquiries that require brief and standard information. Follow established procedures for call routing and message taking.
• Operate office equipment including typewriter, computer, facsimile and copy machine.
• Proofread work for errors and make corrections as needed.
• Provide administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support for Human Resources.
• Sort priorities and redirect incoming mail.
• Coordinate requests for repairs and/or service to office equipment. Maintain supplies and requests for pagers.
• Produce monthly utility tracking reports using software spreadsheet database.
• Perform other duties necessary to provide general administrative support to the O&M team.

As Needed:

Parts Ordering/PO Creation Support

• Order materials for Material Only SRs and update SR to the proper status to move forward for invoicing.
• Parts ordering for quoted jobs and SSVs can be delegated by the CRC to the CSC, on an as needed basis. The following information must be provided:
  Part Description, Part Number, Quantity, Vendor Information, Activity Number
• The CSC will update the Special Handling field with the date the parts were or- dered, ex: 11/9, Parts Ordered - CSC Initials
• RMAs
• Update on-call list.
• Subcontract paperwork (Supply Chain Finance)
• Various Report Tracking (Vibration, Oil, Refrigerant)
• Maintain Customer Bill to Account Information.
• Ensure Specialty tools have been returned.
• Request and Send out Certificates of Insurance (COI)

What we look for

Required

• High school diploma or equivalent education.
• Ability to type a minimum of 45 w.p.m. accurately.
• Computer skills necessary to operate word processing applications.
• Ability to pay close attention to detail for typing, filing and proofing.
• Ability to demonstrate exceptional customer service skills.
• Must be a team player and committed to working in a quality environment.
• Excellent verbal and written communications skills required.