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Office Administrator

1 month ago

Collegeville, United States 9992 Full time
Job DescriptionJob Description

We are looking for a highly motivated Technical Administrator to be responsible for, but not limited to, working inside designated customer sites coordinating all activities relating to equipment support at the customer site. Responsible for all aspects of the OneSource Program including service call initiation, scheduling, maintenance, inventory data integrity, escorting of vendors for managed activities, ensuring that customer procedures are followed in relation to their Health and Safety while working on site. Follow up as required to ensure customer satisfaction to all work order requirements, work closely with all members of the Customer Services and wider Scientific Services teams to provide a proactive and focused approach efficiently meeting and advancing the business needs.
 
Job Responsibilities:
·         Responsible for the administration of the computerized Maintenance Management System (CMMS), ensuring the update and closure of workorders to meet agreed contractual metrics.
·         Utilize SAP, Service Max and/or customer’s system of record, if required, to capture pertinent detail regarding the event.
·         Input data from Field Service Reports into SAP, Service Max, and/or customer ‘s system of record, assuring that start and stop dates and times are correct.
·         Complete follow-up transactions in an organized, detailed, efficient manner, meeting deadlines. Data entry is accurate and errors minimal.
·         Collect required customer data and information for account creation and maintenance, equipment adds to the program, deletes from the program, or entitlement changes. Submit via portal for processing.
·         Work in conjunction with Third-party contractors to maintain full compliance of work order closure as per compliance guidelines and to work towards contractual metrics.
·         Provides regular updates to the customer requesting work in a timely fashion.
·         Management of the calibration label procedure at site, ensuring that the LIS process is followed for all identified equipment.
·         Ensure all compliant documentation including, but not limited to, engineering service reports are stored and filed according to GxP and GDP practices.
·         Assist both customer and PerkinElmer in the preparation for audits (i.e. Retrieve documentation for inspection purposes).
·         Liaise daily with other Scientific Services staff across all sites.
·         Reports any scheduling failures to the local scheduler and or customer (as required) to reschedule.
·         Performs all work in accordance with established safety procedures.
·         Complies with all company policies and procedures and adhere to company standards.
·         Escalates in a timely manner any issues or concerns that arise.
·         Maintain training and compliance in areas of health and safety, security, environmental and operational aspects of daily activities in the working environment
·         Performs other duties as required.
 
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities of this job at any time.
 
Critical Skills:
·         Technical problem-solving skills and attention to detail
·         Strong communication skills both written and verbal.
·         Self-motivated and ability to work under pressure to balance conflicting deadlines.
·         Initiative driven with proactive skill set to improve processes.
·         Service orientated attitude combined with innovative thinking.
·         Strong interpersonal skills; strong team player with customer satisfaction focus
·         Advanced MS Microsoft 365 skills including: Outlook, Teams, Word, Excel
 
Basic Qualifications:
·         High School Diploma or equivalent with 3+ years’ experience in an administrative support role.
·         B.A/B.S. Degree or associate degree, or 1+ years of experience in an administrative data managing role.
 
Preferred Qualifications:
·         Experience in a scientific environment
·         Strong understanding of GLP/GxP and/or experience working in a compliance driven environment
·         Excellent written and verbal communication skills.
·         Knowledge and understanding of EHS procedures.
·         Experience of working with CMMS databases
·         Ability to multitask and prioritize own workload.
 
Working Environment:
·         Must be able to work in a laboratory, controlled environments requiring personal protective equipment (e.g., lab coat, safety glasses, etc.) in laboratory.
·         Job pace may be fast and job completion demands may be high.
·         Must be able to remain in a stationary position more than 25% of the time.
·         The person needs to occasionally move between labs, corridors, adjoining rooms, and buildings onsite. Frequently operate on instruments, objects, tools, or controls, which will require regularly bending, squatting, stretching, and reaching to perform in a service function.
·         Occasionally move or lift to 25 pounds (potential for occasional lifting of up to 50 pounds).
·         Specific vision abilities required by this position include without limitation, the ability to observe details at close range distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus to perform the essential service functions of this position.
·         Occasionally operates a computer and other office machinery, such as a calculator, copy machine, and computer printer.
·         Employee may be required to handle hazardous waste according to local, state, and federal regulations. Duties may include identifying, handling, generating, accumulating, storing, and labeling hazardous waste.
·         Potential risk to lab-based hazards including but not limited to extreme temperature, biological materials, hazardous chemicals.
·         May be required to complete Medical Clearance, Respiratory Protection Training, and Fit Testing to wear a respirator as protection against animal allergens where animals are present in the laboratory environm