Administrative Assistant

2 months ago

Kingsport, United States BAE Systems Full time
Job Description BAE Systems is searching for a self-motivated, detail oriented individual, with strong communication and office management skills to assist the Facilities Maintenance organization. The successful candidate will be: customer service focused, experienced with typical office environment needs, and flexible to learn and grow the role into expanded duties. This position is responsible for providing administrative support to the Facilities Maintenance organization with typical office environment needs including: data entry, data management and organization, procurement, business computer systems support, records management, and PM coordination. Strong aptitude to learn and utilize computerized maintenance management systems required.

Primary responsibilities include:

Data Entry - Entering daily labor charges per job for facilities maintenance personnel into KRONOS time keeping system; Entering of daily maintenance notes reported on all work orders and PM's into CMMS systems

Data Management - Updating and closure of work orders in CMMS system; Assist with creation / revision / and management of scheduling of new preventive maintenance procedures in a computerized maintenance management system (CMMS); Electronic archival of a high volume of daily paperwork (completed work orders, PM's, permits, inspection reports, time sheets) generated by the facilities organization; Maintenance of departmental communication boards

Procurement - Solicitation of budgetary quotes for maintenance operating supplies, job materials, and equipment parts; Entry and tracking of purchase requisitions into purchasing systems; Notification of orders delivery to department personnel; P-card purchases; Coordination of external training events

Computer Systems Support - Trains others on best practices for working with CMMS programs and data management; Helps others resolve IT challenges (IT tickets, application testing, benefits enrollment)
Records Management - Providing training records and certifications for Facilities Maintenance personnel to the Training Department

PM Coordination - Implements revisions / updates to maintenance procedures from mark-ups; Assists with establishing new equipment items into PM program; Schedules newly established PMs; Updates equipment items in PM program (status, owner, categorization)

Other duties as determined by Facilities Management.
Required Education, Experience, & Skills Required Education:
  • High School diploma/GED minimal
Required Skills:
  • Strong communication skills - phone, email, in-person.
  • Ability to work effectively with personnel at all levels in an organization.
  • Meticulous attention to detail and organizational skills.
  • Possess a strong aptitude to learn new computer skills and business processes.
  • Proven ability to multi-task and deliver results.
  • Computer software experience - MS Office, KRONOS, custom programs
  • Aptitude and desire to learn and grow through challenging assignments.
Preferred Education, Experience, & Skills
  • Post secondary education in business or a technical field.
  • Experience with computerized maintenance management systems (CMMS).
  • Familiarity with facility maintenance vernacular.
  • Experience working in a facility maintenance organization.
  • Desire to identify and support opportunities to continuously improve business functions, custom software, or operational efficiency.
  • Desire to grow and expand the role where opportunities present.
  • Ability to review technical literature or evaluate processes and develop operational procedures.


Pay Information
This position is covered by a wage law called the McNamara-O'Hara Service Contract Act (SCA). The wage range for this position is determined by the Wage and Hour Division of the Department of Labor on a contract-by-contract basis.

Employee Benefits: At BAE Systems, we support our employees in all aspects of their life, including their health and financial well-being. Regular employees scheduled to work 20+ hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto, and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non-monetary recognition awards. Other incentives may be available based on position level and/or job specifics.
About BAE Systems Platforms & Services BAE Systems is a premier global defense and security company with approximately 90,000 employees delivering a full range of products and services for air, land and naval forces, as well as advanced electronics, security, information technology solutions and customer support and services. With headquarters in Arlington, Virginia, this Platform and Services Group of BAE Systems employs nearly 11,000 professionals at more than 30 locations worldwide. Platform and Services is a global leader in the design, development, production, and service support of armored combat vehicles, major and minor caliber naval guns and missile launchers, canisters, artillery systems, and intelligent munitions. People are the greatest asset in any Company. Equal Opportunity Employer/Females/Minorities/Veterans/Disabled/Sexual Orientation/Gender Identity/Gender Expression

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