Administrative Assistant (Facility Administration)

Description

Innovative Consulting & Management Services (ICMS) is a Professional & Technical Management Consulting firm with over 20 years of consulting experience. We offer technical professional services to Federal and State Governments, and Commercial clients.

ICMS is a Small Business and Certified HUBZone employer. We deliver value to our clients by combining deep industry knowledge with strong functional capabilities. Our focus is to manage cost-effective programs while at the same time mitigating risk and improving results. Our success is about teamwork, a coordinated effort from all disciplines, from clients to consultants and most important, it’s about delivering on our commitments.

The purpose of Administrative Assistant position is to provide Facility administrative support services to Naval Information Warfare Center Pacific (NIWC Pacific) Facilities to support the Facilities Operations Maintenance Branch. The NIWC Pacific trouble desk receives over 4,500 trouble calls annually. This service will provide immediate response to address trouble calls (phone/email/NIWC HUB submitted) and immediate work orders while maintaining input to the NIWC trouble call database in a timely cost-effective manner. 

The anticipated general administrative support responsibilities include responding to telephone calls, routing inquiries for action, maintaining their respective databases, and creating and ensuring proper maintenance of various documents and files.

Essential Duties and Responsibilities:

The primary responsibilities of the position will include but are not limited to:

• Provide facility administration daily operations support
• Access databases to retrieve and/or record information such as customer complaints or work orders; respond to customer complaints, file, take phone calls, schedule facility trouble request, receive, record, and generate work orders to distribute to facility tradesman, general maintenance workers, handyman and NAVFAC
• Calculate NAVFAC work order hours, compile, record and provide tradesman work order data, compare NAVFAC work hours and report discrepancies
• Maintain a detailed call log regarding issues concerning facilities and ensure that excellent customer service is provided to all customers, including but not limited to NIWC Pacific employees, NAVFAC personnel, and contractors
• Maintain and ensure that all information is recorded into the MAXIMO database and the NIWC Pacific JIRA application and other databases for tracking similar information as required
• Coordinate with NIWC Pacific Facilities personnel regarding maintenance issues by utilizing the JIRA application and MAXIMO database to provide historical overview on the issue, including expenditures and work related to the maintenance issue. The JIRA and MAXIMO application will be utilized to create, edit, and print trouble tickets and repair work orders (WOs), as well as create reports and track active WOs.
• Determine which entity (tradesman, general maintenance worker, NAVFAC) should respond to each call/issue and will dispatch the correct person(s)
• Log completion/close-out of facilities trouble calls and work orders
• Provide metric reports on trouble calls, work orders, emergency calls, and tracking of NAVFAC work orders
• Provide correspondence to NAVFAC project work induction board (WIB).

Requirements

• Bachelor’s degree or appropriate professional certifications preferred, but not necessary
• Experience supporting similar facility administration is beneficial, but not necessary
• Minimum of 5 years of experience working as an Administrative or Executive Assistant
• Proficient in Microsoft Office Suite, including Microsoft Word, Excel, PowerPoint, and SharePoint
• Proficient in organizing and utilizing workspace web database programs and applications for communications and project management
• Effective communicator in both written and oral presentations
• Demonstrates mastery of office administration skills through work experience
• Must be able to attain adjudication for a favorable background check.

Full-time Day Shift: Monday-Thursday, 6:00 am to 3:30 pm; Friday, 6:00 am to 2:30 pm

(Note: during a 2-week period, eight 9-hour workdays Monday through Thursday, one Friday 8-hour workday, and one Friday non-workday, with an additional 30 minutes each workday for a lunch break.)

Pay Rate: $37.98/hour

Location: NIWC Pacific, Naval Base Point Loma, San Diego, CA

Benefits:

• Health & Welfare Benefits 
• Medical, Dental, & Vision Insurance 100% covered for employee
• Life and Accidental AD&D Insurance
• 401K Retirement plan with 3% automatic contribution
• Generous sick and vacation leave

ICMS is an Equal Opportunity Employer: Qualified applicants are considered for employment without regard to race, color, religion, age, sex, national origin, disability or veteran status, genetics, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.