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Administrative Support 2

DatamanUSA LLC
San Diego, California, United States
January 15, 2019


Job Description:

Set-up and Maintain all Spectrum facilities related meetings (Staff, EHS, Business Resumption, etc)

Prepare and distribute agenda

Take and distribute meeting minutes

Maintain Site Calendar

Set-up meetings

Prepare and distribute agenda, take and distribute meeting minutes as needed/requested for site FM hosted meetings

Input outside vendor visits

Draft the site’s Weekly Status Report

Coordinate/Process all Facility Team Travel and Expense Reports

Prepare/Update PowerPoint Presentations as required

Prepare/Update Excel Spreadsheets as required

Maintain PO Status Spreadsheet and store file at location accessible by team.

Maintain/Update Facilities Webpage, Facility Guide, Visitor Guide

Provide support to facilities staff for Division / Sector data calls as required

May need to work late or overtime to meet deadlines.

Facility Service Request :

Track all non-Fluor facility requests and projects. Follow-up on outstanding requests for completion.

Maintain/update spreadsheet of requests

Provide weekly update of project status at staff meeting.

Provide monthly summary of all requests

Facility Procurement Support :

Act as the primary SME / liaison to the Procurement and Accounting departments for purchase order creation / modification and issues with invoice payments. Maintain purchase Order (PO) files. Advise site facility manager of funding levels and period of performance (POP) issues. Use SAP as a tool to perform inquiries as required.

Generate iBuy carts, catalog purchases and on line purchases as required. Prepare all purchase requisitions for vendors

Maintain/Update PO files electronically via sharecenter

Provide weekly Excel spreadsheet reports on all POs to including funding, payment status (use of SAP will be required)

Invoice Processing :

Process selected invoices pertaining to facility vendors for payment, including input to Accounts Payable (AP), generation of automated disbursement requests (ADR's), and payment via NISC process (i.e. utilities) and PLSC. Research invoice problems and coordinate with AP and vendors as required.

Submit select invoices for payment either via automated disbursement requests (ADR's), or NISC (i.e. utilities) or PLSC.

File all submission electronically via sharecenter

Research invoice problems and coordinate with AP and vendors as required.

Provide weekly Excel spreadsheet reports on all submitting invoices and payment status (use of SAP will be required