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Job Details


Administrative Support Specialist - Facilities Maintenance

Government and Military

Administrative Officer

No

Andros Island, Bahamas

Job Summary

Reports directly to the Facilities Maintenance Manager, functioning in an administrative capacity overseeing various department reporting requirements and support assignments.

Essential Responsibilities:

  • Performs data entry of material and services purchase requisitions for all Utilities functional areas. Tracks all purchases and reconciles deliveries, resolves any discrepancies.
  • Consolidates and prepares various department production, usage, quality reports for review by the Facilities Maintenance Manager. Prepares correspondence required to accompany reports and responses.
  • Monitors cost spend plans against actual spending to assure available funding for department purchases.
  • Assists Facilities Maintenance Shop Leads interface with Work Control office to facilitate smooth workflow of shop repair work orders.
  • Consolidates and prepares monthly & quarterly performance reports, deliverables and key performance indicators for review by the Facilities Maintenance, Public Works and Base Operations Managers.
  • Acts as the Facilities Maintenance Department Training Coordinator, facilitating training requirements needed for all personnel.
  • Acts as the Facilities Maintenance Department and Public Works division hurricane coordinator during drills, preparedness, shelter and evacuation activities.
  • Coordinates vendor visits, arranges shipping, badging, housing and travel activities for outside contractors in support of Facilities Maintenance as needed.
  • Coordinates the Public Works vendor escort program – maintains escort training log, escort scheduling & assignment and coordinates time charge coding.
  • Assists department personnel with timesheet entries.
  • Assists as a security escort in support of vendor efforts in restricted areas as needed.
  • Perform other job-related duties as assigned or requested.

Minimum Requirements

  • High school graduate or equivalent.
  • Requires at least three (3) years in an administrative capacity or office support activity.
  • Requires advanced proficiency in Microsoft applications, particularly Word, Excel, Power Point and Outlook.
  • Must possess excellent coordination and organizational skills, oral and written communication skills.
  • Experience in a multi-cultural work environment desired.
  • Works well under pressure of deadlines, capable of working with minimal supervision.
  • Knowledge or prior experience in a facilities construction or maintenance repair field helpful.
  • Valid driver’s license and US passport is required.
  • Must meet eligibility requirements to obtain and maintain the required government security clearance.
  • Must be able to reside in remote location with limited medical facilities.