Production Control Clerk (Administrative Assistant)

:

Job Summary:

The Production Control Clerk will be a first point of contact for, and a first line of help desk support to, a variety of facilities management personnel and clients. The Production Control Clerk is responsible for the data entry of work orders related to the maintenance needs of the facility. This position will require the independent judgement to plan, prioritize, and organize a diverse workload.

Pay Rate: $27.56 per hour

Shift: 7:00am - 3:30pm, Monday - Friday

Essential Job Functions:

• Handle incoming calls, and manage outgoing calls, as needed, on multiple phone lines.
• Respond to queries, amend data, and reissue tasks as needed.
• Assist team in achieving required service standards
• Enter maintenance slip data into a CMMS system.
• Complete administrative tasks as related to the contract to include assisting the Project Manager in creating and submitting reports to the customer, creating and submitting quotes for services, and other general office duties as assigned.
• Answer emails and work order requests.
• Support batching and dispatching of work orders to facility personnel.
• Review and audit work orders for completion and quality prior to entering the system.
• Provide customer support to clarify and schedule requested maintenance work
• Work with facility personnel to draft and review job plans for preventative maintenance.
• Print and issue work orders
• Close work orders
• Accept and input service calls and work orders from other service contractors
• Receive and process tenant service requests
• Update and maintain inventories. Reorder supplies as necessary
• Create reports as requested and run system reports on open work orders, completed work orders, and other reporting functions
• Attend training as needed
Other administrative and office management duties as assigned

Required Skills, Experience, and Education:

• Minimum 2-years of solid administrative experience as an administrative assistant, office manager, or in data entry
• Experience with CMMS (Computerized Maintenance Management Software) would be a plus
• High School Diploma or Equivalent
• Associates degree, or higher, in business administration or office management, preferred
• Proficient in MS Office tools and Google Suite
• Experience in data entry
• Experience in providing customer service to a wide range of individuals and stakeholders
• Excellent communication skills, both written and verbal
• High level of attention to detail
• Proven ability to work under pressure and deal with challenging situations
• Must be a great team player and able to assist entire team with administrative duties
• Ability to make decisions, take ownership, and use own initiative to resolve problems
• Strong attention to detail
• Exceptional customer service and administration skills
• Proficient typing and software navigation
Strong written verbal and communication skills

Equipment Used, Physical Requirements, and Working Environment:

• Office equipment such as computers, phones, fax machines, printers, filing systems, email applications, and databases
• Must be able to sit for long periods of time. Ability to lift up to 25 lbs. Ability to use arms, hands, and fingers to type, file, answer phones, etc. May occasionally be asked to travel through the building to check on physical assets
• Office setting within a commercial facility. May be exposed to loud noise due to machinery and equipment

Action Facilities Management, INC (AFM) - is a woman-owned small business and a minority business enterprise established in 2001 that provides services to government and commercial clients, currently in 11 states and the District of Columbia. AFM's core competencies are in the areas of Integrated Facilities Management such as Operations and Maintenance, Security Services, Janitorial Services, Emergency Management, and Administrative Support.