MUST BE A US CITIZEN (ITAR REQUIREMENT). Support a Fortune 500 Aero-Defense Company as a Facilities Specialist.
Gathers, collects, records, tracks and verifies data and information from multiple sources. Compiles, reviews and analyzes data. Uses software for functional area to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance work flow. Provides data and information to others on functional unit processes and procedures.
Faciliworks (CMMS/MP2)
Generate Work Orders (Weekly, Monthly, Quarterly, Semi-Annual, and Annual)
o Print and distribute accordingly
o Run Backlog Report
o Maintain all PM Services on Schedule
o Close completed work order and attached Service Reports
Vendor Completed Work Orders
o Verify funds on PO
o Distribute WO for completion along with vendor PO information.
o Assist with vendor scheduling
o Submit Ease Management Visitor request to Security
o Create Follow up Work Order if needed and close once completed with attached report.
Maintain Janitorial Inventory at all times, special order items from Staples
Vendor Management
Run and review Cognos Agreement Renewal Report for expiring POs
Work with vendors to renew Purchase Orders
Update Statement of Works alongside the Facilities Engineer
Request and collect quotes and corporate required vetting documents from all vendors (Corp. Qualification Form, W-9, Certificates of Insurance, NDA/PIA, EH&S Certification, Eligibility Letter)
Review Certificates of Insurance; request insurance approval from Corp. Risk Management if limits do not meet L3 requirements
Work closely with IEC Purchasing to have new vendors uploaded to database, and/or extended to our company code.
Maintain, along with IEC Purchasing, all vendor vetting documents
Maintain Facilities vendor contact list
Submit Ease Visitor Management Visitor Request for any onsite job walks and or visits
Purchase Requisition
Complete Ariba Purchase Requisition
Upload supporting documents
o Corporate required documents
o Scope of Work
o Vendor proposal
Submit PR for Approval
Check Approval Workflow status
Maintain Purchase Orders for team accessibility
Submit a Change Order to add additional funding to Purchase Orders
Submit a Change Order for any changes in Scope of Work
Invoices
Route invoices received from Accounting to the owner who managed the service/project that is referenced on the invoice.
Once the invoice is verified by the owner, route the invoice to manager for final approval, then route approved invoice to Accounting for payment
Route Ariba invoices to owner and Manager for approval.
Facilities Corporate Audit
Corporate requirement to complete the pre-audit checklist and assure all documentation is readily available for the auditor.
Note CMMS Task numbers for each checklist item
Assure all supporting documentation is uploaded in to CMMS
During audit, must be familiar with CMMS program and present information to Auditor on demand.
Business Continuity Plan
Distribute each section of the BCP to assigned Managers for annual updates.
Update all Facilities owned sections
Insert updated sections in to the BCP accordingly
Assure all linked documents/policies throughout the BCP are working correctly
Update Executive contact information throughout BCP
Fleet Vehicles
Maintain copy of Drivers License for any IEC employee checking out a vehicle
Manage DMV registration payment, smog checks
Maintain Auto Insurance ID cards are current and available in every vehicle
Present fleet vehicle supporting paperwork for CHP Audit
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