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FACILITY ADMINISTRATOR
Do you like to work in a fast paced environment with shifting priorities and deadlines?
Are you an impact player?
Are you a difference maker?
If so, we want to talk with you about a tremendous opportunity for growth as our Facility Administrator!
USM Restoration, a division of US Markets, has grown into one of the top aerial lift re-rental and repair companies in North America. In order to more completely serve our customers, we are seeking a Facility Administrator in our Port St. Lucie, FL location.
JOB DESCRIPTION
Title: Facility Administrator
Department: Repair Service
Reports To: Accounting Dept
Job Summary: Facility Administrator supports the refurbishment/service and sales departments with the primary responsibility being the research, procurement, and shipping of parts and the operations and record keeping of the daily business.
DUTIES
General Office Operations
Greet and help visitors and answer phone calls to solve problems
Manage and route inbound mailings
Daily filing of AR/AP/Asset/Customer info
Scan and email all AP related paperwork to Corporate Office for completion, including but not limited to account coding, approval or payment
o Maintain customer and vendor files in cooperation with the Corporate Office Administrator
Manage all inbound and outbound equipment shipments
o Open Work Orders or Work Order Estimates
Review and verify vendor and corporate credit card statements to ensure all invoices and receipts have been submitted to the Accounting Department
Parts Procurement
Manage sourcing and purchasing of parts to support service shop work and outside sales
o Create purchase orders and place daily parts orders as needed
o Research, negotiate pricing, and source common parts from original parts manufacturers
o Provide technical assistance to service staff and sales staff as needed
o Receive parts orders and distribute parts to mechanics
Administrative
Open new work order estimates or work orders for newly arrived machines
Match purchase orders and invoices and approve for vendor payment
Ensure payment received prior to releasing COD customer jobs
Coordinate a prompt, efficient and timely flow of paperwork and reporting in cooperation with the Accounting Department
Assist and back up Parts Departments at other shops and in Corporate Office when needed
Verify all parts have been added to work orders at the completion of the work
Verify completed work orders have been reviewed by Shop Manager and that labor items and parts have been applied correctly
Close work orders and generate billing
o Create invoice upon closing work orders
Participate as a member of the Safety Committee and take minutes at the monthly meetings and maintain Safety Training files
Complete new employee paperwork and submit to the Corporate Office and conduct new employee orientation
Calculate payroll for non-exempt (hourly) employees on a bi-weekly schedule and submit to the Accounting Department
Complete various reports including:
o Shop labor and job efficiency reports
o Tracking of inspections, estimates, work orders and invoicing
Inventory Control
Oversee all inventory functions
o Monitor and adjust inventory to minimize obsolescence or out of stock situations
o Ensure all inventory (including parts) are accurately account for
o Assists controller/CFO with periodic inventory counts
Qualifications
Bachelors degree and 3+ years related experience
Accounting background helpful
Intermediate to advanced level skills in Microsoft Office Suite (Word, Excel, Power Point etc¦) as well as any applicable browser based apps (ie. CRM, Gmail)
Strong written and verbal communication skills
Attention to detail and ability to meet deadlines critical
