JOB TITLE: Facilities Admin
DUTIES AND RESPONSIBILITIES:
Responsibilities:
· Create, standardize, and manage document control processes for GLSS
· Created all-in-one Project Tracking Log
· Assign projects to GLSS Construction Managers according to workload and skills
· Create RFQs
· Manage RFQ response (Gather proposals, review bids, and generate budgets)
· Track project activities to ensure all project phases are documented appropriately (Input data for GLSS projects and KPIs, and any associated maintenance)
· Enter purchase requisition data and track purchase orders
· Track expenses to ensure approved budgets are met
· Contact vendors to resolve shipping and ordering issues, purchase order issues, etc.
· Help manage and maintain inventory minimum counts, orders, and inventory add-ins for GLSS construction team
· Assist in managing GLSS matrices get approved in a timely manner
· Keep track of CM cost for approved budgets.
· Assist in reviewing GLSS CM timesheets and FSR chargebacks
· Sign-off on and close projects upon completion (bi-weekly meeting with CM group)
· Perform document control by filing master copies of signed documents, designs, etc. (File closure/ test packages for CM)
· Support CM and Construction Technician training
· Able to create Shopping carts using SAP
· Perform quarterly accruals – to ensure all PO’s are being invoiced in a timely manner
· Provide FSR schedules and updates to GLSS CMs
· Manage GLSS Category 1 projects:
· Request quote from design team to verify that project is Category 1
· Verify that GLSS matrix is completed in timely manner and approved
· Schedule project programming and transfer for the FSR
· Obtain NFPA labels and approval from safety once project is completed in order to close the FSR
· Create binder with all appropriate documents for FSR closure
· Construction Manager for all GLSS only scope FSR’s; Install/remove minor facilities
· Install/remove minor facilities (electrical, mechanical, gas lines)
· Detailed coordination of tool installation and construction projects:
· Request quote from design team and fund them
· Obtain construction bids from approved suppliers and Develop budget
· Develop appropriate purchase requisitions
· Coordinate construction activities
· Create project plans and other documentation for all work performed:
· Monitor project progress and timelines – weekly meetings
· Monitor project progress and timelines
· Update and monitor plan, as needed
· Ensure that Chemical Authorization Forms are completed and filed with project documents
· Create binder with all appropriate documents for FSR closure
· Prepare and track project budgets:
· Obtain multiple bids, as required
· Create budget for company awarded bid
· Track bid against invoices
· Coverage for project specialist (MDC) on as needed basis
· Supporting new campuses – B75/B92/B93 (create additional quotes and track additional PO’s)
· Train processes for new building – created new tracker for B75 BPO’s and train MDC to track
· Additional parts tracking due to new shipping delays & issues
· Track all FSR schedules during RFQ phase. And assist CM’s with receiving updated schedules for projects
· Track that GLSS CM’s send projects to programmer
· Perform other duties as needed for client.
· Other responsibilities as assigned by employer and/or client.
Requirements:
· BS in Business Management, and 10+ years of experience
· Experience interfacing with members of various departments
· Excellent organizational and interpersonal skills
· Excellent written and verbal communication skills
· Basic to intermediate computer skills including MS Word, MS Excel
· Attention to detail.
COMPETENCIES:
· Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
· Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
· Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
· Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
· Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
· Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
· Occasionally (less than 1/3 of the job)
· Frequently (1/3 to 2/3 of the job)
· Continually (more than 2/3 of the job)
Benefits