Description

　　Are you enthusiastic about Facilities Management? We're on the lookout for a qualified candidate to join our team. The ideal candidate will have at least 5+ years of experience with institutional facility maintenance experience and will be performing various administrative tasks, including Accounts Receivable (AR), Accounts Payable (AP), Payroll, and collaborating on Preventative Management with third parties. This role is intended to be on site Monday - Friday at a secure campus in Gaithersburg, MD.

　　If you're passionate about administrative work, setting and achieving goals, effective communication, and have experience in Facilities Management, we encourage you to apply today!

　　General Position/Summary of Position Requirements:

　　Assists the maintenance manager at a campus or a group of facilities with a managed maintenance program of at least $3 million. Assists in the coordination of employees, projects, and documentation for routine maintenance of a facility or facilities.

　　Essential Functions/Responsibilities:

　　Other duties may be assigned requiring skills of a like or less demanding nature.

　　Responsible for billings for local contracts to include tracking payments, expenses, employee billable hours, etc. Has open communication with clients to ensure payment and transparency of billing.

　　Assists in monitoring flow and quality of work to assure timely completion of workload and adherence to facility’s standards and regulations. Prepares and maintains a variety of departmental records and reports.

　　Responsible for management of CMMS application including but not limited to, workorder input and management, dispatching and scheduling, reporting, invoicing and time entry management

　　Responsible for processing and managing the security fingerprinting and badging process.

　　Manages purchase orders for work location including assigning, approving and processing.

　　Types correspondence, forms and reports from rough drafts, notes or oral instructions. Correspondence typically includes a wide variety of technical terminology associated with the various functional elements of a maintenance and engineering organization. Proofreads prepared material for spelling, grammatical errors, and conformance to formats and procedural requirements.

　　Approval and proper coding of employee timesheets.

　　Manages inventory and equipment of the work location. Researches, orders and arranges for delivery of needed inventory and equipment.

　　Researches files and prepares prosed responses to correspondence directed to supervisors for review by the manager.

　　Must be fully able to operate all MS Office products including, but not limited to: Word, Excel, Outlook and PowerPoint. Must be able to create presentations from notes and other background documentation suitable for presentation to senior management of the client or company.

　　Receives visitors and telephone calls, determines the purpose, importance and priority, and refers to the appropriate individual in the office. When appropriate, personally responds to questions concerning non-technical matters. Whenever necessary, provides supervisor with background information pertinent to subjects, callers or visitors before or during conversations.

　　Maintains daily schedule of appointments, conferences and meetings with authority to commit manager(s)’s time. Adjusts schedule as required to accommodate higher priority requirements and locates an alternate to substitute for the manager at functions which conflict. Makes all arrangements for conferences or meetings at which manager will preside.

　　Responsible for office records management. Ensures that all filing conforms to the prescribed activity filing system. On own initiative, periodically revises files, purging outdated material in conformity with the records retention policy.

　　Receives and reviews all correspondence prepared for signature of manager for conformance with company guidelines. Maintains correspondence control records, logs and action files.

　　Controls a wide variety of incoming and outgoing confidential and or sensitive materials by using appropriate receipt system.

　　Enters information into company accounts payable and payroll systems as assigned. Performs some accounting functions in support of Site Manager.

　　Maintains a clean and safe working environment. Maintains tools and equipment in good working condition.

　　Reports unsafe working conditions to appropriate level as required.

　　Run reports as requested using the appropriate data system to track information.

　　Answers maintenance requests via telephone, email and CMMS application.

　　Tracks and communicates information regarding new hires, using logs and approved forms. Communicates with all levels of personnel during both normal working conditions and emergency situations. Assists in data entry as necessary.

　　Assist in hiring process as needed to include scheduling of interviews, drug testing, background checks and physicals.

　　Responsible for providing updated department contact list, emergency phone numbers, and reports from CMMS.

　　Completes required documentation for both the company and the client in timely manner. Documentation is legible and accurate to the best of the employee’s knowledge.

　　Supervisory Responsibilities:

　　NoneEducation and/or Experience:

　　High school diploma or equivalent (GED). Bachelor’s degree preferred.

　　Working knowledge of facility management and maintenance practices.

　　Computer literate with excellent technical, organizational, interpersonal and written/verbal communications.

　　Must possess a valid driver’s license.

　　This job description reflects management’s assignment of essential functions. It does not restrict the tasks that may be assigned nor is it considered a contract of employment overriding at-will employment.

　　Other Skills and Abilities:

　　LANGUAGE SKILLS - The ability to read, understand and communicate in English is required. Communication includes both verbal and written skills. Must be able to communicate effectively with other tradesmen as well as peers, supervisors and customers.

　　MATHEMATICAL SKILLS - Ability to perform simple mathematical functions including addition, subtraction, multiplication and division. Must also have the ability to understand concepts such as diameter, radius, circumference, percentages, decimals and fractions.

　　REASONING ABILITY - Must have a good sense of mechanical systems and understands the concepts that make them operate in a safe and efficient condition. Ability to comprehend instructions that are presented in written, verbal, diagram or schedule form.

　　Equal Opportunity and Affirmative Action Employer:

　　Hensel Phelps is an equal opportunity and affirmative action employer. Hensel Phelps shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity and expression, domestic partner status, pregnancy, disability, citizenship, genetic information, protected veteran status, or any other characteristic protected by federal, state, or local law.

　　The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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　　Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

　　The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)