About this role
SUMMARY
The Administrative Coordinator and Scheduler supports the scheduling and coordination functions for a Base Operations Support (BOS) contract, ensuring efficient tracking and execution of work orders, maintenance activities, and service requests across the installation; also assists with administrative tasks for the HR and Accounting and Finance sections. Coordinator is responsible for maintaining and updating the master schedule for facility maintenance, repair, and service tasks, coordinating with technicians, subcontractors, and government personnel (including the COR or designated government representative) to ensure timely task assignment and closeout. Proficiency with a Computerized Maintenance Management System (CMMS) or similar work-order tracking software is required, along with strong skills in Microsoft Office (particularly Excel and Outlook) for reporting and calendar management.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned:
- Maintain and update the master schedule for facility maintenance, repair, and service tasks
- Coordinate work assignments with technicians, subcontractors, and government personnel (including the COR or designated government representative)
- Track task status from assignment through closeout.
- Complete administrative tasks as directed.
- Ensure outgoing correspondence is correct, numbered, logged and filed by log number.
- Delivery of correspondence to DPW and/or DOC daily.
- Log incoming correspondence and file.
- Coordinate meetings and make reservations.
- Prepare and track contract modifications.
- Order office supplies.
- Prepare and update rosters.
- Answer phones and greet customers as they come in.
- May be required to perform work in non-job-related functional areas as directed by management.
- Other duties as assigned by supervisor
- Employees are required to drive company vehicles on a Federal installation
QUALIFICATIONS
To perform this job successfully an individual must be able to perform all the essential duties of the position satisfactorily. Must have excellent proof reading and word processing and experience using current Microsoft computer software applications. Must be proficient in all clerical duties. Must have excellent organizational skills.
EDUCATION and/or EXPERIENCE
- High school diploma or GED.
- Minimum 6 years related experience.
- Each complete year of accredited college education in related field may be substituted for the equivalent number of years of required experience.
- Must maintain a valid driver's license.
- Experience with CMMS (i.e., IBM Maximo) preferred.
COMMUNICATION SKILLS
Must have the ability to respond to common inquiries or complaints from customers, managers and staff members.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may occasionally be required to lift up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.