Facilities Admin
PPI Technology Services - Pecos, TX

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Facilities Operations Assistant I
  • To fulfil all Reception administrative duties including processing visitors, phone and email inquiries, reporting, filing, managing supplies, setting up meetings, reserving conference rooms, managing badge access and general administrative support
  • To log and track vendors on site to perform services
  • To assist the Facilities function with project and business management support
  • To ensure office is compliant with safety standards
  • To provide customer service
  • To assist with the management of fleet vehicles and driver support
  • Work with all team members

Key Relationships:

• Site team members

• Facilities Management team members

• HSE team members

• Outside Facilities service providers Core Duties & Accountabilities
  • Operations Service Delivery - assist customers with general facilities requests
  • Follow Standard Operating Procedures and associated process flow diagrams
  • Evaluate work place layout in order to implement work flow improvements
  • Sits at receptionist position
  • Functions as “face” of the office
  • Assists customers with general facilities requests
  • Follows Standard Operating Procedures and associated process flow diagrams
  • Evaluates work place layout in order to implement work flow improvements
  • Follows a basic project plan and participates in ownership of task execution
  • Contributes to risk analysis discussions
  • Oversees work assigned to Facilities service providers as identified in customer service requests
  • Has basic knowledge of vendor’s contractual obligations
  • Processes goods receipts
  • Assists with competitive quote initiatives by providing process knowledge and baseline requirements from respective Facilities specialty
  • Performs service delivery and assists with problem resolution by utilizing tracking tools
  • Uses international and domestic systems
  • Provides call management, visitor support for physical access and reception services, emergency call management

Able to perform in the following areas:
  • Mail Service - shipping, receiving & delivery
  • Reception & Badge Access - visitor management, badge activation/termination (Lenel Badge System), incoming calls
  • Fleet Management - coordinate delivery of fleet vehicles, inspect vehicles, and ensure initial safety standards met by drivers, issue keys / gas cards to drivers •
  • Safety - coordinate safety inspections of facilities, bi-annual fire drills, fire warden training, fire extinguisher inspection
  • General Administrative Support - Company Store & office supply orders, conference room coordination, typing, filing, meeting set-up, conducting New Hire Orientation •
  • Vendor Coordination -Have basic knowledge of the vendor schedule and purpose of visit
  • Handles vendor relationships – coffee, photo badges, and maintenance issues (work orders)
  • Fleet management – keep all drivers updated, coordinate delivery of fleet vehicles, inspect vehicles, ensure initial safety standards are met by drivers, issue keys and gas cards •
  • New hire orientation – presents slides & HR info to new hires Qualification
  • 4-6 years’ experience in customer service and administrative support
  • Proficient with Microsoft Office Suite
  • Possess soft skills and communication skills
  • Familiarity with process documentation, policies and procedures

PPI Technology Services - 5 months ago - save job