Facilities Specialist

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.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, manpower 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 HelpDesk 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).Faciliworks (CMMS/MP2) Generate Work Orders (Weekly, Monthly, Quarterly, Semi-Annual, and Annual)o Print and distribute accordinglyo Run Backlog Reporto Maintain all PM Services on Scheduleo Close completed work order and attached Service Reports Vendor Completed Work Orderso Verify funds on POo Distribute WO for completion along with vendor PO information.o Assist with vendor schedulingo Submit Ease Management Visitor request to Securityo Create Follow up Work Order if needed and close once completed with attached report. Maintain Janitorial Inventory at all times, special order items from StaplesVendor 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 visitsPurchase Requisition Complete Ariba Purchase Requisition Upload supporting documentso Corporate required documentso Scope of Worko 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 WorkInvoices 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 BCPFleet VehiclesServes 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

Created: 2025-05-24