Administrative Assistant

Job Description

The Facility Administrator is responsible for overseeing and administering tasks related to the company's facility operations. This role ensures the efficient execution of work orders, inventory management, shipping and receiving, procurement, and asset tracking. It requires constant and precise communication between sites, close collaboration with the operations, facilities, and supply chain teams to maintain compliance with company standards and procedures, with high attention to detail.

Key Responsibilities

Work Orders & Equipment Servicing Documentation

• Create, submit, and process work orders.

• Ensure timely processing of all documentation.

• Generate reports on submitted and pending work orders to support data reconciliation.

Inventory & Asset Management

• Perform and document inventory counts for the Spring location; assist with counts for Odessa and Alaska.

• Reconcile inventory discrepancies by cross-referencing data from MTFs and work orders.

• Monitor, update, and track inventory levels and asset status across all locations.

• Maintain accurate documentation for inventory movements and confirm assembly/disassembly forms with sign-offs.

• Track and manage consumables, ensuring adequate stock levels at the Spring location and support Odessa and Alaska.

Material Transfer & Receiving

• Create, submit, and process MTFs (Material Transfer Forms) for Spring, Odessa, and Alaska, involving asset and inventory movement.

• Receive and confirm open POs (Purchase Orders) in Dynaway from Spring, Odessa, and Alaska.

• Confirm CIs (Commercial Invoices) and sales order documentation at Spring, Odessa, and Alaska.

• Ensure correct receipt and logging of incoming goods and materials across Spring, Odessa, and Alaska.

Shipping & Receiving

• Administer all shipping and receiving operations.

• Validate accuracy and compliance of incoming and outgoing shipments.

• Maintain logs and tracking documentation for all inventory and asset movements.

Procurement & Documentation

• Receive procurement requests and process orders for inventory and consumables.

• Submit quote requests and place orders through appropriate channels (i.e., approval structure).

• Maintain traceability, proper record-keeping, and submissions for COC (Certification of Conformance) and procurement documentation.

• Communicate with vendors, contractors, and internal teams for all facility-related tasks.

Compliance & Confidentiality

• The individual acknowledges and agrees to adhere to all applicable compliance standards, regulations, and internal protocols set forth by the organization.

Required Qualifications

• High school diploma or equivalent required.

• Associate degree in business administration, logistics, or a related field preferred.

• Minimum 1 year of experience in an administration function with inventory management, logistics, or operations support preferred.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

• Previous experience working with ERP systems, i.e., MS Dynamics, SAP, etc.

• Strong understanding of logistics, shipping/receiving processes, and cross-border compliance preferred.

• Excellent organizational, communication, and multitasking skills.

• Ability to work independently and collaboratively with internal and external stakeholders.

• This position is based out of our Spring Facility with the ability to travel periodically to Odessa and Alaska.

This is an office-based position with occasional work site visits when required.

Please note that there is a background check and a drug screening for the position.