• Job Description

  Req#: 25-33566

  Job Description:
  
  Pay Range: $25hr - $30hr

  • Under general supervision of senior leadership, this position performs a variety of activities supporting the Facilities department.
  • Gathers, collects, records, tracks and verifies data and information from multiple sources.
  • Compiles, reviews and analyzes data.
  • Uses software for functional areas to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations.
  • May design processes to enhance workflow.
  • Provides data and information to others on functional unit processes and procedures.
  • Manages, updates and reconciles data in Facilities tracking systems involving tasks, equipment, inventory, etc.
  • Annual Business Continuity Plan update, revisions, and entries.
  • Supports proposal cost data analysis, budgeting, Client forecasting, service & parts contacts, predictive/preventative maintenance, and report preparation.
  • Contacts company personnel at all organizational levels, including outside contacts and vendors, to gather information and prepare reports for use by Facilities management.
  • Assist with troubleshooting facility issues.
  • Serves as IEC POC for Fleet Vehicle reservation and key control.
  • Serves as IEC POC for Facility Help Desk concerns.
  • Supports Facilities compliance efforts and/or audit activities.
  • Performs administrative duties of a complex nature (e.g., travel accommodations and expense reports; petty cash handling & reporting; finance/accounting support; assists other department/s with purchasing and tracking of assets; coordinates Conference Room reservations).

  Facility works:

  • Print and distribute accordingly.
  • Run Backlog Report.
  • Maintain all PM Services on Schedule.
  • Close completed work order and attached Service Reports.

  Vendor Completed Work Orders:

  • Verify funds on PO.
  • Distribute WO for completion along with vendor PO information.
  • Assist with vendor scheduling.
  • Submit Ease Management Visitor request to Security.
  • 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 client requirement.
  • Work closely with IEC Purchasing to have new vendors uploaded to the database, and/or extended to our company code.
  • Maintain, along with IEC Purchasing, all vendor vetting documents.
  • Maintain Facilities vendor contact lis.
  • Submit Ease Visitor Management Visitor Request for any onsite job walks and or visits.

  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 the CMMS program and present information to the Auditor on demand.

  Business Continuity Plan:

  • Distribute each section of the BCP to assigned Managers for annual updates.
  • Update all Facilities owned section.
  • 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:

  • Serves as IEC POC for Fleet Vehicle reservation and key control.
  • 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.

• About the company

  We are a team of technical visionaries who joined forces to form a company that would gather the best and brightest talent in the world. The company uses this talent to help other organizations fulfill their technological dreams and goals and make them a reality. Welcome to Cynet Systems Inc. – a premier staffing and recruiting company – a nationally and locally certified diversity firm.

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