Office Administrative and Customer Support - Facilities Administrative Assistant

Lancesoft; Greenville (NC); On-site; USD 58,000 - 65,000; Full time

Job summary

Lancesoft is seeking a Facilities Administrative Assistant in Greenville, NC to handle form entry, SAP data updates, and document management.

The role requires meticulous record-keeping, Adobe and SAP proficiency, and the ability to manage multiple tasks in a fast-paced office environment.

Qualifications

• Experience handling forms and data entry in SAP.
• Proficiency with Adobe Acrobat for form entry and routing.
• Excellent organizational skills to manage multiple documents.
• Strong attention to detail to ensure accuracy of data.
• Ability to communicate clearly via email and in person.

Responsibilities

• Enter and review forms in Adobe.
• Enter data requests into SAP (TECO) and related systems.
• Route forms to correct teams and correct misrouted items.
• Attach completed forms to the correct files in SAP.
• Process work orders and PMs for TECO in SAP.
• Review work orders and PMs for completion and accuracy.
• Generate and attach electronic versions of documents.
• Maintain chronological filing of work orders and PMs.
• Communicate notifications for site work orders and projects.
• Assist CMMS maintenance tasks and educate others on processes.

Skills

Attention to Detail

Organizational Skills

Communication Skills

Problem-Solving

Time Management

Tools

SAP

Adobe Acrobat

Microsoft Office

Document Management Systems

Outlook

Job description

Job Details

• Title: Facilities Administrative Assistant
• Location: Greenville, NC, 27834
• Duration: 0-12+ months
• Shift: Monday-Friday 8 AM –5 PM
• Pay Rate: $28.00/HR on w2

Job Responsibilities

• Enter and Review Forms in Adobe
• Forms data entry request: Enter data request form, PM request form and change request forms into 28SAP.
• Decline Forms: When not aligned with procedures or sent to incorrect team (e.G., Form-493 should be sent to the storeroom)
• Save and Attach: Completed forms to the appropriate FLOC, MP, and/or equipment
• Process Work Orders and PMs for TECO
• Review: Work orders and PMs for completion (check damage codes, completion comments, and signatures)
• Enter: Craftsman, completion comments, codes, and craftsman date in SAP (TECO)
• Scan: Completed work orders and PMs to generate electronic versions
• Attach: Work orders and PMs in SAP
• File: Place work orders and PMs in chronological order and staple duplicates, if applicable
• Generate Notifications for the Site and Work Orders Charged to a Project
• Create Notifications: For the site and projects as received (via email, voicemail, or phone call)
• Generate Manual Calls
• Create Manual Calls: As received, generally through email
• Print PMs
• Print: PMs and place them in appropriate pick-up boxes
• Mail: If applicable, place PMs in internal mail envelope and send courtesy email
• Notify: Individuals without a craft box of their upcoming due PMs via email
• Re-print: PMs as requested
• Generate Spreadsheet for New Equipment
• Create Spreadsheet: For all new equipment to be sent and added to global TrackWise
• Notify: Send email to inform the group that this task is completed for the week or month
• SAP Updates
• Make Updates: Administrative updates/changes received through email
• Audit Requests
• Pull and Scan: Work orders and PMs as requested for customer and regulated agency audits.
• Other Administrative Tasks related to CMMS Maintenance Management
• Generate Work Centers
• Educate Individuals: On the process of new equipment being put into SAP, Adobe process, flow of the equipment library, and work order retention period
• Research POs: Tied to provided FLOCs
• Route Forms: Via Adobe
• Hand Deliver PMs
• Other duties assigned

Core Competencies

• Attention to Detail
  • Thoroughly checking forms, work orders, PMs, and cal forms for accuracy and completeness.
  • Ensuring all data entered in SAP and other systems is correct and up to date.
• Organizational Skills
  • Efficiently filing and organizing documents, forms, work orders, and PMs in chronological order.
  • Managing multiple tasks and ensuring timely completion of all responsibilities.
• Communication Skills
  • Effectively communicating with team members and other departments via email, phone, and in-person.
  • Providing clear and concise instructions and education on processes and procedures.
• Problem-Solving Skills
  • Identifying discrepancies in forms and work orders and taking appropriate actions.
  • Resolving issues related to the incorrect routing of forms and other administrative tasks.
• Time Management
  • Prioritizing tasks to ensure critical tasks are completed first.
  • Managing time efficiently to handle multiple responsibilities without compromising on quality.

Ability Requirements

• Analytical Ability
  • Reviewing and analyzing forms, work orders, and PMs for compliance with procedures and accuracy.
  • Checking calibration test points and other technical details to ensure they meet standards.
• Technical Aptitude
  • Understanding and utilizing technical terminology and concepts related to maintenance management and calibration.
• Adaptability
  • Adjusting to changes in procedures and priorities as needed.
  • Learning new software and systems quickly to stay current with job requirements.

Computer-Based Requirements

• Proficiency in SAP
  • Entering data and updates accurately in SAP (TECO).
  • Attaching and managing electronic versions of work orders and PMs in SAP.
• Adobe Acrobat
  • Entering and reviewing forms in Adobe Acrobat.
  • Routing forms via Adobe and ensuring correct processing.
• Microsoft Office Suite
  • Using Excel to generate spreadsheets for new equipment.
  • Communicating via Outlook for email correspondence.
• Scanning and Document Management Systems
  • Scanning completed work orders, PMs, and cal forms to create electronic versions.
  • Efficiently storing and retrieving documents from electronic management systems.