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Facilities Operations Assistant

2 months ago

Concord, North Carolina, United States Linder Industrial Machinery Company Full time
Job Overview

Linder Industrial Machinery Company stands out as a leading dealer in heavy machinery, offering an extensive range of new, used, and rental equipment across multiple states. Our dedication to providing exceptional industrial solutions is complemented by our partnerships with top-tier equipment manufacturers.

Reporting Structure: Reports directly to the Facilities Manager

Classification: Non-Exempt

Position Overview:

The role involves providing comprehensive administrative assistance to the Facilities Manager and Director. Daily responsibilities encompass electronic file management, generating and maintaining various reports and presentations using Microsoft Office tools such as Word, PowerPoint, and Excel, and ensuring effective communication with both internal teams and external vendors. Occasional site visits may be required to monitor and document project progress.

Key Responsibilities:

  • Administrative Support (10%): Assist the Facilities Manager and Director with clerical tasks and digital file organization. Provide documentation support for special projects.
  • Vendor Management (20%): Maintain an updated list of approved vendors for all branches, coordinating vendor approvals between Facilities and Safety Departments, and managing preventative maintenance schedules.
  • Contract Oversight (20%): Aid in the procurement, approval, and payment processes for vendor contracts. Monitor project payments against approved contracts and conduct inspections as necessary.
  • Project Monitoring (20%): Oversee contracted work on small repair projects, ensuring effective communication with local staff and vendors regarding work schedules and completion.
  • Reporting Assistance (30%): Support the Facilities Manager in compiling Quarterly Facilities Reports, organizing monthly expense data, and verifying proper recording and allocation of expenses.

Qualifications:

High School Diploma or equivalent with a minimum of two years of experience in office administration or customer service. Proficiency in Microsoft Office applications, including Word, PowerPoint, Excel, and Outlook, is essential. Familiarity with SharePoint, OneNote, Adobe Acrobat, and virtual communication tools is advantageous.

Strong verbal and written communication skills are required to effectively liaise with vendors and internal personnel. The ability to work independently and manage tasks with minimal supervision is crucial.

Physical Requirements:

Ability to sit for extended periods while working on a computer, occasional walking, and lifting of items up to 15 pounds.

Linder Industrial Machinery Company is committed to equal employment opportunities for all qualified applicants, ensuring consideration without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.