Buildings & Systems Engineering Admin Assistant

WWF UPS Worldwide Forwarding Inc; United States; On-site; USD 55,000 - 75,000; Full time

Job summary

United Parcel Service, Inc. is seeking a Facility Maintenance Support professional to manage non-emergency repairs, PMIs, and inspections. You'll support vendors, maintain dashboards, and ensure timely addressing of facility needs.

The role emphasizes data analysis, budgeting support, and collaboration with operations, engineers, and project managers. Strong Excel, Power BI, and AI analytics skills are required to optimize processes and reduce costs.

Qualifications

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

Responsibilities

• Manage work orders for non-emergency repairs, PMIs, and facility inspections.
• Collaborate with vendors to ensure statement of work requirements are met.
• Analyze historical work order trends and cost reporting to improve processes.
• Maintain dashboards for work orders and PMIs; coordinate vendor access.
• Support budget management, forecasts, variances, and project records.

Skills

Analytical skills

Organizational skills

Data management

Excel

Education

Associate's degree in STEM related field

Tools

Power BI

Excel macros

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

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.

In 1907, two teenage entrepreneurs in a Seattle basement started with a $100 loan and created what would become the world’s largest package delivery service. Today, operating in more than 220 countries and territories, UPS is committed to moving our world forward by delivering what matters. UPS and its more than 500,000 UPSers around the globe are a transportation and logistics leader, offering innovative solutions to customers, big and small. UPS understands and appreciates its responsibility to help build safe, stronger and more resilient communities founded on justice and economic opportunity for all, supported by a healthy, sustainable global environment.