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Req ID: ACS00226DescriptionThe Administrative Assistant provides support to the facilities management department with administrative and clerical services in a competent and professional manner. The role requires the ability to manage a number of tasks simultaneously while meeting deadlines with good organizational and interpersonal abilities.
This is a part-time position supporting the Alaska Communications System contract in Anchorage. This is an in-office opening with the potential for hybrid work subject to client approval. Schedule is three (3) days per week working between 12-20hrs per week.
Essential Duties and Responsibilities
Tracks and maintains records of actual costs of labor, material expenditures, and subcontractor invoices to ensure accurate billing.
Assist Maintenance Coordinator, (MC), to receive incoming work requests from client and enter data into Computerized Maintenance Management System (CMMS) system to generate work orders.
Assist MC to dispatch work orders to appropriate technician/subcontractor as directed by the NMS General Manager.
Assist MC with overall management of data in the CMMS system, generating necessary reports, entering equipment data, and preventive maintenance schedules into the system.
Prepare schedules of work orders weekly as requested by the client and modify as needed daily pending changes, emergency and urgent work requests. Modify/update daily or as needed due to personnel changes, etc.
Processes subcontractor invoices.
Reviews credit card reports for accuracy and correct coding.
Processes accounts payable transactions utilizing accounting software.
Communicate work to be accomplished with unit GM, facilities technicians, client, and all customers of the client daily.
Enters cost data and invoices into computerized maintenance management system.
Makes staff travel arrangements and hotel accommodations.
Tracks and manages subcontractor insurance certificates, ensuring that all utilized subcontractors have appropriate levels of insurance that are up to date and in force.
Prepares and reviews Independent Contractor Agreements.
Creates reports, correspondence, graphs, charts, and statistics.
Creates various database reports as required.
This position has no supervisory responsibilities.
Other duties that are pertinent to the department or unit’s success also may be assigned.
QualificationsMinimum Requirements
High School Diploma or GED Equivalent.
Minimum two (2) years of Administrative experience.
Minimum one (1) year experience in processing invoices and allocating costs to correct GL code.
A valid Driver’s License and an acceptable driving record for the past three (3) years to be eligible under NMS’ vehicle insurance policy.
Working knowledge of Computerized Maintenance Management System (CMMS) Software.
Intermediate skills in Microsoft Word, Excel, and PowerPoint.
Knowledge of OSHA’s rules/regulations for both maintenance & construction.
Decent understanding & experience in Facility Maintenance.
Knowledge of construction materials terminology and supplies.
Ability to read and interpret blueprints, schematics, etc.
Good written and verbal communication skills.
Safety conscious.
Good ‘people’ skills, personable, and professional.
Reliable, versatile, well-organized, disciplined, and self-starter.
Must be fluent in speaking, reading, and writing English.
Working Conditions and Physical RequirementsWeather:Indoors - environmentally controlled; requires most or all work to be done inside.Noise level:The noise level in the work environment is usually that of a standard office atmosphere.Description of environment: Standard office environmentPhysical requirements: Employee is required to lift and/or move up to 25 lbs. Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift.Travel: NoneCompetenciesNMS Core ValuesSafety guides our behavior.Honesty and integrity govern our activities.Commitments made will be fulfilled.All individuals are treated with dignity and respect.The environment will be protected and sustained.Organization: Food and Facilities ManagementJob: Office & Administrative SupportPrimary Location: US-AK-AnchorageShift: Day JobNMS is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, veteran protected status or any other characteristic protected by applicable law.
