Administrative Coordinator

Administrative Coordinator - Contract and Fleet Specialist

Facilities Management Services

Facilities Management Admin

Salary: Competitive salary of $36,000 - $46,000 with great benefits

Schedule: Monday through Friday, 8:30 a.m. - 5:15 p.m. *Shift Subject to Change*

Atlanta Campus

These are exciting times at the Facilities Management Admin Department. We are growing, and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you  We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do but because it makes us a stronger team. 

The Facilities Management Admin Department is seeking (1) Administrative Coordinator - Contract and Fleet Specialist to join the already awesome team taking the Facilities Management Admin Department to the next level of excellence 

WHAT MAKES The Facilities Management Admin Department A GREAT PLACE?

·    A flexible work environment

·    Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

·    A knowledge-sharing organization that works collaboratively with diverse partners.

·    Professional development opportunity and mentorship

·    A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

The Contract and Fleet Specialist reports to the Director, Administrative and Customer Services in Facilities Management Services (FMS). Provides high-level administrative support, including preparing and monitoring annual service contracts and special reports and handling payment requests. This position is also responsible for providing administrative support for FMS Fleet and will work closely with all units within administrative services, building services, design and construction services, fire safety, maintenance and operations, planning, and renovations.

In addition to supporting the department, duties will generally fall into one of the following groupings, although overlapping of duties may occur as needed:

• Provides administrative contract support for Facilities Management Services. This includes the preparation of annual contracts (pest control, trash, elevator maintenance, waste management, division uniforms, etc.), running spend reports, reviewing POs, and processing invoices. 
• Handles customer service requests from internal and external clients as needed.
• Collects and disseminates information on contracts and works closely with all departments in Facilities Management Services (Design and Construction Services, Building Services, Maintenance, Operations, etc.) on contract administration.
• Monitors the performance over the life of the contract for service delivery, quality of service delivery, and financial record keeping. Make sure vendors demonstrate compliance on a continuing basis.
• Monitors contractor performance; Provides recommendations to Director on contract renewals. Monitors accounts payable of contracts to ensure invoices are paid as timely as possible.
• Works closely with Procurement and Director to review contracts three months prior to contract end date and/or renewal date.
• Works closely with Procurement to assist in preparing solicitation pages and defining exact services to be provided for incorporating into the contract as well as the definition of the contract's termination process.
• Drafts contract reports. Conducts monthly and annual expenditure reviews in partnership with Director. Oversees FMS physical inventory and asset reporting.
• Manages the administration of the FMS Fleet for the Downtown campus, including keeping vehicle maintenance records in compliance with GSU Fleet Management. 
• Ensures that vehicles are maintained, including preventative maintenance, emissions, repairs, and recalls.
• Works closely with vehicle users to ensure driving logs are kept current.
• Assists the Director in evaluating vehicles to be surpluses and/or purchased.
• Performs other duties as assigned by Director.

Minimum Requirements:

• Bachelor's degree and one year of administrative experience, or a high school diploma or GED and five years of administrative experience, or a combination of education and related experience.

Preferred Requirements:

• Knowledge of University, USG, and DOAS rules, policies, and procedures.
• Knowledge of business management and procurement practices.
• Knowledge of various software and information systems, such as MS Word, Excel, Outlook, Teams, Webex, Spectrum, Panthermart, etc.
• Skilled in professional business writing.
• Effective time management, analytical, and organizational skills. Great attention to detail.