Administrative Controller

Job Description

Job Description

GENERAL DESCRIPTION / PRIMARY PURPOSE

The Administrative Controller is responsible for a variety of administrative duties including compiling and recording all data for the facilities maintenance contract and ensuring the accuracy of records, reports, material use, quality control, and other aspects of maintenance and repair. This position may also be responsible for purchasing and/or invoicing.

MAJOR RESPONSIBILITIES AND TASKS/DUTIES OF THE POSITION

• Compile and record maintenance data from customer orders, work tickets, product specifications, and individual worker production sheets following prescribed recording procedures and using different word processing techniques
• Calculate man-hours used, materials, frequency of defects, and worker and department production rates using a computer, calculator, and/or spreadsheets
• Write production reports based on data compiled, tabulated, and computed
• Maintain files of documents used and prepared
• Compile detailed task instruction or work tickets for use by technicians as guides in maintenance and repair tasks
• May prepare work schedules based on priorities and established guidelines
• Identify and select suppliers and vendors and evaluate pricing and quality
• Compile material inventory records and prepare requisitions for procurement of materials and supplies
• Responsible for end of month reporting and support of end of month deliverables
• Prepare maintenance progress using charts, graphs, or pegboard
• Sort and distribute work tickets or material
• May compute wages from employee time cards to post wage data on records used for preparation of payroll
• Any and all other duties assigned by the Project Manager

JOB SPECIFIC COMPETENCIES

• EXPERIENCE: Minimum of three years' experience in administrative work required. Experience as a production control, scheduling, or purchasing clerk in an industrial/commercial environment is preferred.

• SKILLS:
  • Must have good communication skills, both verbal and written, and have the ability to read, write, speak, and understand English
  • Must be able to read and comply with work orders concerning service, modification, or installation of equipment
  • The ability to use a variety of computer software including word, excel, and PowerPoint
  • Excellent customer service skills

• ADDITIONAL:
• Hands-on ability to work in a team-oriented environment
• Required to work independently and with limited supervision
• Comply with all policies, safety guidelines, and procedures; follow all contract specifications and maintain compliance
• Must be able to maintain regular and acceptable attendance, follow directions, interact well with co-workers, understand and follow posted work rules/procedures
• Must have a government security clearance or ability to obtain upon hire

EDUCATION AND CERTIFICATION

• HS Diploma or GED required
• CMMS experience desired
• Concur (or similar) experience would be a plus, but not required

PHYSICAL REQUIREMENTS

The environment is a normal office environment, generally hazard free, but may involve some infrequent exposure to noise, dust, and paper residue. This position is generally sedentary in nature in that prolonged sitting, talking, and hearing are necessary. The employee is occasionally required to stand, bend, kneel, and walk. The ability to lift up to 25 pounds is required. This job requires frequent use of hands, fingers, and arms. There is frequent close vision and distance vision work also involving depth perception.

WORK HOUR REQUIREMENT

This position is full time (40 hours per week) and may include some shift work including Saturdays and Sundays. Ability to work overtime as needed.

ESSENTIAL PERSONNEL

This position is designated as essential. This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility.