Buildings & Systems Engineering Admin Assistant

UPS; Louisville (KY); On-site; USD 42,000 - 64,000; Full time

Job summary

UPS in Louisville, KY is seeking a Facility Maintenance Support professional to handle non-emergency repairs, PMI dashboards, and vendor coordination, ensuring timely response and cost reporting.

The role collaborates with project managers and engineers to gather data, track compliance, and support budget forecasting. A STEM-focused Associate's degree is preferred, with at least one year of admin experience and advanced Excel/Power BI skills.

Qualifications

• Minimum 1 year of strong administrative experience.
• Advanced Microsoft Excel proficiency including formulas, pivot tables, charts, macros.
• Experience with data analysis and reporting using Power BI; some AI knowledge is a plus.

Responsibilities

• Facility Maintenance Support: manage work orders and PM dashboards, coordinate vendor access, ensure timely facility needs.
• Project Management Support: track forecasts, assist budgeting and reporting across active projects, gather data.
• Collaboration & Safety: work with operations, maintenance, engineering, vendors; promote safety practices.

Skills

Analytical skills

Data management

Excel proficiency

Power BI

AI knowledge

Education

STEM degree

Tools

MS Excel

Power BI

Job description

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Explore your next opportunity at a Fortune Global 500 organization. Envision innovative possibilities, experience our rewarding culture, and work with talented teams that help you become better every day. We know what it takes to lead UPS into tomorrow—people with a unique combination of skill + passion. If you have the qualities and drive to lead yourself or teams, there are roles ready to cultivate your skills and take you to the next level.

Job Description

Job Summary:

This role provides facility maintenance support for emergency facility issues for the UPS operations teams. Complete work order management for all non-emergency repairs, facility related preventative maintenance inspections, facility inspections, and facility compliance. Collaborate with internal stakeholders to ensure that vendors statement of work is met. Analyzes historic work order trends and cost reporting to improve processes and reduce expenses. Provides administrative or technical support to ensure effective on-going operations.

Facility Maintenance Support

• Monitoring and maintaining work order/PMI dashboards, coordinating vendor access and escorts, and ensuring facility needs are addressed in a timely manner.
• Ordering housekeeping materials and managing peak season and winter equipment requests through SDC.

Project Management Support

• Tracking forecasts through the BIA forecasting tool, supporting budget management, analyzing variances, and assisting with forecast adjustments across active projects.
• Partnering with Project Managers and Engineers to gather project data, maintain active project records and completion reports, and track compliance training requirements and due dates.

Collaboration & Communication

• Coordinate with operations, maintenance, engineering, vendors, and project stakeholders to deliver technical solutions as needed.
• Safety & Compliance
• Promote a culture of safety through adherence to established safety procedures and best practices.

Requirements

• Minimum of 1-year strong administrative experience
• Strong analytical, organizational, and data management skills.
• Advanced Microsoft Excel proficiency, including formulas, pivot tables, lookups, charts, macros, Power BI, and AI knowledge for data analysis and reporting

Qualifications

Education

• Associate's degree in STEM related field, and/or equivalent combination of education and experience - preferred

Preferred Skills

• Experience in facility management, project management
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience with project tracking, budgeting, forecasting, and reporting processes.
• Strong attention to detail and accuracy.

Grade: A13

Deadline to apply: November 17th; 11:59PM

Employee Type

Permanent

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.

Other Criteria

UPS is an equal opportunity employer. UPS does not discriminate on the basis of race/color/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity or any other characteristic protected by law.

Basic Qualifications

Must be a U.S. Citizen or National of the U.S., an alien lawfully admitted for permanent residence, or an alien authorized to work in the U.S. for this employer.