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Facilities Administrative Specialist

Company: PDS Tech Commercial, Inc.
Location: Columbus
Posted on: July 8, 2024

Job Description:

PDS Tech Commercial, Inc is currently hiring for a Facilities Administrative Specialist position in Columbus, MS!
Job Title: Facilities Administrative SpecialistJob Type: Full Time; Consultant (Temporary Contract)Location: Columbus, MS 39701 - 100% OnsiteShift: Monday through FridayPay Rate: $20.19 to $26.92 per hour depending on experience
Job Overview:You will be responsible for providing administrative support to the Facilities Management team. The primary responsibilities include coordinating department procurement and accounts payable obligations, record management, service center functions, and other duties as assigned ensuring a high level of customer satisfaction and collaboration with stakeholders.
Job Description:Department Coordination 40%

  • Provides support to include typing, compiling, filing, and preparation of correspondence, reports, etc.
  • Maintains and coordinates departmental records system including files, logs, records, and data.
  • Sorts, opens, and distributes daily departmental mail.
  • Maintains office supply inventory.
  • Makes travel and lodging arrangements (as appropriate) for assigned personnel.
  • Tracks and reports on departmental SQCDP objectives on a routine basis.Accounts Payable Support 30%
    • Verifies and tracks all monthly utilities, leases, or services invoices that are received by accounting.
    • Verification of goods receipt / service completion for invoice payment is documented in MIGO within SAP.
    • Prepares check requests as needed for payments
    • Ensure proper coding of all departmental invoices for payment is within budget guidelines and properly categorized.
    • Reconciliation of past due accounts and year-end receipt of invoicesService Center/ Tech Support Coordinator 10%
      • Ensures technicians have needed parts on hand for prompt completion of jobs. This includes, but not limited to, assisting with quotes, typing purchase requests, and ensuring prompt purchase order turn around.
      • Schedules and coordinates prompt delivery of parts and/or equipment with vendors
      • Follows up with Service Center requestor and notify him/her of work order status, completion dates and extensions as needed.
      • Maintains all tracking and logs for the Facilities Department:
      • Issues keys as needed to entry doors, tool boxes, lockers and any padlocks site wide.
      • Issues property passes and ensures property taken from site is within reason.Vendor Support Coordination 10%
        • Schedule and coordinate facility vendors coming on site;
        • Ensures proper paperwork, keys, and safety equipment are provided as needed to onsite vendors.
        • Assists in ensuring all yearly training as maintained by vendors routinely on site.
        • Contacts service vendors upon needing additional support, supplies, and materials for extra coverage.Flight Operations Fuel Reporting 10%
          • Verifies fuel and defuel records, tracking, invoices, and reporting
          • Logs all aircraft receiving fuel and being defueled along with volume of fuel used and defueled, the type of aircraft being fueled and defueled, and the WBS number associated with each aircraft.
          • Assists in purchase order and shipping out of fuel sample associated with fuel truck and the defueler.
          • Provides coding for all fuel invoices to ensure charging based on individual aircraft instead of charging full cost back to the cost centers.
          • Provides totals and reports on an as needed base for environmental/audit purposes for aircraft fuel used or defueled.Additional Responsibilities:
            • This position description is not intended to be all-inclusive and employee will also perform other tasks as assigned.
              Required Qualifications (Experience/Skills):
              • High School Diploma or equivalent.
              • Minimum 3 years of experience involving invoicing, quoting, administration, and coordination.
              • Fluent knowledge of Google Workspace or Microsoft Office.
                Preferred Qualifications (Experience/Skills):
                • Bachelor's Degree preferred.
                • Experience in SAP highly preferred.
                • Minimum 4 years of experience in facilities operations preferred.
                  Take your career to a new level and apply online now!Pay Details: $20.19 to $26.92 per hour Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable. Equal Opportunity Employer/Veterans/DisabledTo read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.pdstech.com/candidate-privacy /> The Company will consider qualified applicants with arrest and conviction records subject to federal contractor requirements and/or security clearance requirements.

Keywords: PDS Tech Commercial, Inc., Oxford , Facilities Administrative Specialist, Administration, Clerical , Columbus, Mississippi

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