Administrative Assistant - Maintenance

Essential Functions

• Provides general administrative support to the Maintenance group at the client Facilities.
• Responsible for generating purchase requisitions for, vendor setup, assist with correspondence for price quotes and deliveries, and researching discrepancies for Maintenance - LQF. Duties also include processing/tracking invoices, supporting documentation and purchase orders for accuracy and receiving in SAP.
• Serves as the Document Control Administrator for Maintenance group.
• Update and Create Maintenance Procedures and upload versions in Content Server
• Maintains an up-to-date list of Maintenance personnel including addresses and contact information.
• Maintains call-out schedule for Maintenance group.
• Administers the Maintenance LQF intranet home page.
• Reviews and verifies Maintenance Superintendent LQF expense account statements to ensure correct categorization, coding and submit for Superintendent approval.
• Assist in coordinating employee events.
• Assist with SES entry for the terminal
• Monitor supply cabinets and place office supply and breakroom orders
• Support Technicians with completing work orders/test reports in SAP
• Coordinates sends/receives and distribute all mail to appropriate parties
• Coordinates courier service needs to support of departments
• Maintains office areas, work orders, equipment and housekeeping of LQF Maintenance Building and Control Systems Building (old Re-gas Control Room).
• All SES entry for nested contractors

Primary Duties and Responsibilities

• Assist the warehouse and procurement as needed
• Enter SAP Work Notification as instructed by the maintenance team
• Enter Purchase Requisitions for the maintenance team as instructed
• Enter IT request for the maintenance department as needed
• Assist Human Resources with company and community events as needed
• Record Minutes of important meetings as needed.
• Other duties as assigned and deemed necessary by management