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[Administration Manager] Project Services Administrative Specialist


Posted by: E2 Consulting Engineers, Inc on January 06, 2019 at 00:04:01.

Contract / Temp to Direct / Direct Hire: Contract
City: Richland
State: Washington
Country: United States

E2 Consulting Engineers, Inc. offers an excellent benefits package including health, dental, vision, and life insurance, 401(k) with employer match, paid time off. Qualified candidates only please submit your resume. We are an Equal Opportunity Employer.

LOCAL CANDIDATES PREFERRED. NO PER DIEM OR RELOCATION OFFERED AT THIS TIME.


OBJECTIVE

The Subcontractor shall provide adequate staffing with the skills and expertise to provide

administrative support as set forth in this statement of work. The Subcontractor shall

provide appropriate resources for specific administrative support services in a timely, cost

effective, and safe manner.


DESCRIPTION OF WORK – SPECIFIC

This position provides administrative facility support to the Project Services organization.

Responsibilities typically include but are not limited to the planning, development,

organization and direction of related activities within a large or more complex functional

area related to administrative or facility services. Areas of focus are generally mailing

services, office supply services, forms control, facility services, utility services, records

services, word processing, telecommunications, shipping and receiving, service centers,

property services, security, general services, properties management, and/or floor

coordinator/space planning.

Mailing Services

Responsible for the receipt, distribution, and dispatch of interoffice and U.S. mail.

Assures that appropriate postal rates are used on all domestic and foreign mail and that postal regulations are adhered to.

Coordinates with accounts payable and project cost administration to ensure mailing services comply with financial responsibilities in charging costs to departments and contracts.

Participates with the U.S. Postal Department for expeditious express/pouch mail directly to job sites.

Office Supply Services

Responsible for maintaining an orderly and well-stocked supply room, processing requisitions, and charging costs to departments and contracts.

Participates with purchasing in obtaining vendor quotations to establish prices and supplier for issuance of annual blanket purchase orders for consumable supplies and stationary.

Responsible for issuing material releases against blanket purchase orders as well as requests for purchase memos against non-blanket orders within established purchasing procedures.

Coordinates the receipt and distribution of consumable supplies with shipping and receiving services. Assists, if necessary, in reconciliation of packing list against purchase order.


Forms Control

Periodically audits existing forms to eliminate duplication and recommends to users consolidation of forms where applicable.

Utility Services

Responsible for scheduling conference rooms and required equipment.

Maintains the inventory of visual and audio aids.

Coordinates vending machine repairs with the vending contractor to ensure that all machines are in proper operating condition.

Establishes the guidelines for the daily janitorial functions and meets regularly with the appointed representative from the janitorial company to discuss janitorial activities.

Reviews and approves all work orders, determines method of handling, and oversees the scheduling of persons and work assignments.

Equipment Services

Responsible for business machine ordering and maintenance, inventory and location.

Issues purchase requests or releases against blanket orders for ordering and repairing of business machines.

Responsible for departmental purchasing system, maintaining purchase control records for issuing purchase memo numbers and material release numbers against blanket orders, and maintaining associated records.

Directs physical part of annual physical inventory of capitalized office equipment and furnishings.

Supervises the maintenance of convenience copier and plotters.

Responsible for maintenance, inventory, standardization of furniture and other key capital assets of the company. In addition, maintains orderly appearance of storage units.

Interfaces with customers to assist in selection of furniture, fixtures, and accessories necessary to meet user requirements.

Updates Sunflower and inventory records for any changes in tagged inventory or personnel.

Records Services

Maintains destruction schedule of all records and secures destruction approval from department prior to destruction.

Responsible for proper method and actual destruction of records.

Word Processing

Responsible for the development of systems and procedures for word processing functions as well as their maintenance to ensure uniform, efficient services within the division/subsidiary.

Develops training classes on the use of equipment and establishes methods and procedures. Evaluates effectiveness of training classes and revises as needed due to new equipment, new procedures, high error factor, etc.

Establishes maintenance schedule for equipment and coordinates repairs either within the company or through an outside vendor. Evaluates and recommends lease or purchase of equipment.

Telecommunications

Responsible for the long-range and short-range plans for the telecommunications systems and services.

Responsible for development and coordination of space, electrical, and conduit requirements to support telecommunications systems installation at existing and new facilities.

Shipping and Receiving

Responsible for reconciling packing list against purchase order and recording back orders.

Property Services

Responsible for controlling the activities of contractors in the performance of plant maintenance, new construction, and alterations.

Responsible for the maintenance of the facility and equipment.

Evaluates requirements for additional or reduced space, monitors usage of existing space, coordinates requests for modifications and relocations, and reassigns space as required.

Responsible for coordinating with property management for facility maintenance services such as landscaping, housekeeping, window cleaning, etc.

Responsible for the safety program including the establishment and maintenance of standards, procedures, and records.

Designates types of fire safety equipment, conducts periodic safety inspections and ensures an up-to-date safety program.

Security

Responsible for access to premises.

General Services

Responsible for the maintenance of company cars and trucks to ensure the vehicle’s safety, value, appearance, and reliability.

Responsible for the identification of the type and quantity of vehicles required for the company to conduct its daily business.

Responsible for the procurement of new vehicles. Initiates and authorizes services requests.

Responsible for coordinating special events or meetings as directed by Senior

Management.

Troubleshoot equipment failures and provide technical guidance on repair methods, replacement economics, and/or operating techniques.

Assist with communications-related programs/projects to upgrade company communications.

Creation and distribution of Operational Project Review (OPR) reports and correspondence and the creation and presentation of OPR visual aid packet.

Maintain all bulletin boards.

Assist Project teams with meeting agendas and support in preparing meeting notes.

Schedule instructor-led training provided by HAMMER Hanford Training or other facility specific training.

Assign necessary required reading and manage due dates as requested.

Properties Management

Maintains knowledge of safety policies and procedures and performs assigned duties in a safe manner, and, if supervising others, has responsibility for the safety of those being supervised and ensures they comply with established safety policies and procedures and practice safe work habits.

Floor Coordinator/Space Planning

Plans, organizes, and schedules all moves within a Mission Support Alliance facility.

Responsible for input and submittal of all move request forms to relocate personnel, telephones, and/or furniture.

Coordinates the assignment of work completion dates of all facility moves that are received. Establishes priorities and sequence of all moves.

Conducts planning meeting to schedule current move requests, coordinating with the responsible departments within facility management.

Maintains current and projected forecasts of office and space needs.

Responsible for maintaining all office and space layouts for MSA facilities.

Maintains knowledge of safety policies and procedures and performs assigned duties in a safe manner, and, if supervising others, has responsibility for the safety of those being supervised and ensures they comply with safety policies and procedures and practice safe work habits.
QUALIFICATIONS


Required Qualifications
•Bachelor’s degree or equivalent (i.e., combination of college and experience or no college and eight years of experience).
•Four years work experience, in addition to education/experience above
•Proficient in MS Office Suite.
•Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
•Ability to work independently with minimal supervision.
•Must be able to multi-task.
•Ability to identify complex problems and reviews related information to develop and evaluate options and implement solutions.


PREFERRED METHOD OF APPLICATION IS THROUGH OUR ONLINE JOB SYSTEM. If you need accommodation or alternate method of resume submittal, please contact Cindy Wilson at (803) 642-5990.

E2 Consulting Engineers is an Equal Opportunity Employer, F/M/Veterans/Disabled/Sexual Orientation/Gender Identity.








      

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