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Facilities Administrative Specialist

3 months ago

Columbus, United States Johnson Service Group Full time
Job DescriptionJob Description

Your Working Environment:

On the eastern border of Mississippi you’ll find Columbus, home to our Helicopter manufacturing and assembly lines and Center of Excellence for the entire North America region. It’s here that we produce the UH-72A Lakota Helicopters for the U.S. Army in addition to the H-125 aircraft for civil and commercial customers.

Your Challenges:

Department Coordination 40%

  • Provides support to include typing, compiling, filing, and preparation of correspondence, reports, etc.
  • Maintains and coordinates departmental records system including files, logs, records, and data.
  • Sorts, opens, and distributes daily departmental mail.
  • Maintains office supply inventory.
  • Makes travel and lodging arrangements (as appropriate) for assigned personnel.
  • Tracks and reports on departmental SQCDP objectives on a routine basis.

2. Accounts Payable Support 30%

  • Verifies and tracks all monthly utilities, leases, or services invoices that are received by accounting.
  • Verification of goods receipt / service completion for invoice payment is documented in MIGO within SAP.
  • Prepares check requests as needed for payments
  • Ensure proper coding of all departmental invoices for payment is within budget guidelines and properly categorized.
  • Reconciliation of past due accounts and year-end receipt of invoices

3. Service Center/ Tech Support Coordinator 10%

  • Ensures technicians have needed parts on hand for prompt completion of jobs. This includes, but not limited to, assisting with quotes, typing purchase requests, and ensuring prompt purchase order turn around.
  • Schedules and coordinates prompt delivery of parts and/or equipment with vendors
  • Follows up with Service Center requestor and notify him/her of work order status, completion dates and extensions as needed.
  • Maintains all tracking and logs for the Facilities Department:
  • Issues keys as needed to entry doors, tool boxes, lockers and any padlocks site wide.
  • Issues property passes and ensures property taken from site is within reason.

4. Vendor Support Coordination 10%

  • Schedule and coordinate facility vendors coming on site;
  • Ensures proper paperwork, keys, and safety equipment are provided as needed to onsite vendors.
  • Assists in ensuring all yearly training as maintained by vendors routinely on site.
  • Contacts service vendors upon needing additional support, supplies, and materials for extra coverage.

5. Flight Operations Fuel Reporting 10%

  • Verifies fuel and defuel records, tracking, invoices, and reporting
  • Logs all aircraft receiving fuel and being defueled along with volume of fuel used and defueled, the type of aircraft being fueled and defueled, and the WBS number associated with each aircraft.
  • Assists in purchase order and shipping out of fuel sample associated with fuel truck and the defueler
  • Provides coding for all fuel invoices to ensure charging based on individual aircraft instead of charging full cost back to the cost centers.
  • Provides totals and reports on an as needed base for environmental/audit purposes for aircraft fuel used or defueled.

6. Additional Responsibilities:

  • This position description is not intended to be all-inclusive and employee will also perform other tasks as assigned.

Position details:

  • Must be currently located in the greater Columbus, MS area - any out of area candidates can be considered so long as they understand relocation is not offered and would be at their own expense
  • High School Diploma or equivalent, required. Bachelor’s Degree, preferred.
  • Minimum 3 years of experience involving invoicing, quoting, administration, and coordination; required
  • Minimum 4 years of experience in facilities operations, preferred
  • Fluent knowledge of Google Workspace or Microsoft Office, required
  • Experience in SAP, highly preferred
  • This opportunity requires US Person status under ITAR definition (i.e. must be a U.S. Citizen, green card holder or person that can be covered under Airbus’ ITAR license). Those that require visa sponsorship/work authorization now, or any point in the future, are not eligible for this opportunity.

Good Qualities to Have:

  • Looking for someone that’s more than just a paper pusher. Looking for strong MS Office skills and have background working with SAP - - want to see someone that has more than just admin assistant background and has worked in other types of roles (i.e. think Operations coordinator roles, etc.)
  • Knowledge and experience with ticketing systems, JIRA, goods receipts, reporting, analytics, work orders, etc.
Company DescriptionOur people and culture make JSG a great place to work. We are all about growing and investing in our staff. JSG’s mission is to empower people, help our clients reach their goals, and hire motivated individuals.

We offer medical, dental, vision, life insurance options, paid time off, sick time, 401(k), weekly pay, and more.

Johnson Service Group, Inc. (JSG) is a North American leader in the staffing and consulting services industry, with 40 years of experience investing in people and companies. We are always looking for great people to join our team—we want to see your success here at JSG

We can be found locally in more than 30 offices throughout the United States and Canada. JSG continues to work diligently to offer our clients and candidates world-class service and diversified offerings to fit their evolving needs.

Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.Company DescriptionOur people and culture make JSG a great place to work. We are all about growing and investing in our staff. JSG’s mission is to empower people, help our clients reach their goals, and hire motivated individuals.\r
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We offer medical, dental, vision, life insurance options, paid time off, sick time, 401(k), weekly pay, and more.\r
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Johnson Service Group, Inc. (JSG) is a North American leader in the staffing and consulting services industry, with 40 years of experience investing in people and companies. We are always looking for great people to join our team—we want to see your success here at JSG\r
\r
We can be found locally in more than 30 offices throughout the United States and Canada. JSG continues to work diligently to offer our clients and candidates world-class service and diversified offerings to fit their evolving needs.\r
\r
Johnson Service Group (JSG) is an Equal Opportunity Employer. JSG provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, marital status, protected veteran status, or any other characteristic protected by law.