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Administrative Assistant Support Entry Level
Administrative Assistant Support Entry LevelSpectraforce Technologies • El Segundo, CA, United States
Administrative Assistant Support Entry Level

Administrative Assistant Support Entry Level

Spectraforce Technologies • El Segundo, CA, United States
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  • [job_card.full_time]
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Job Title : Administrative Assistant Support

Duration : 3 Months

Location : El Segundo, CA 90245

Schedule : Mon-Fri (07 : 00 AM - 03 : 30 PM)

Summary :

The Administrative Assistant provides essential support to the regional maintenance team by managing scheduling, documentation, reporting, and vendor coordination.

This role ensures operational efficiency, compliance readiness, and accurate data tracking across maintenance activities.

Responsibilities :

Timesheet vs. CMMS Reconciliation :

  • Review and compare technician timesheets with logged hours in the CMMS (Computerized Maintenance Management System).
  • Identify discrepancies and assist with corrections and follow-ups to ensure data integrity.

Scheduling and Calendar Coordination :

  • Organize technician schedules for preventive and corrective maintenance tasks.
  • Coordinate meetings, training sessions, and vendor appointments across multiple sites.
  • Documentation and Compliance Tracking :
  • Maintain records related to safety inspections, permits, and regulatory compliance.
  • Ensure documentation is current, organized, and readily accessible for audits.

    • Reporting and Metrics Preparation :

  • Generate weekly and monthly reports on key maintenance performance indicators (e.g., equipment downtime, response time).
  • Support data visualization and presentation development for leadership reviews.
  • Collaborate with regional specialists and Wheels team on vehicle maintenance tracking.

    • Vendor and Contractor Communication :

  • Liaise with external service providers to obtain quotes, schedule services, and manage site access.
  • Track service agreements and ensure proper documentation is filed and maintained.
  • Administrative Support for Training and Certifications.
  • Monitor technician certifications and training renewal schedules.
  • Schedule training sessions and maintain accurate training records.

    • C3PR Tracking and Mitigation Support :

  • Log and monitor Corrective, Preventive, Predictive, and Reactive (C3PR) maintenance activities.
  • Assist in identifying patterns and support strategies to reduce reactive work.
  • Ensure proper categorization and documentation in the CMMS.
  • Collaborate with project managers to support mitigation efforts.

    • Qualifications :

  • Experience in administrative support, preferably in maintenance or facilities operations.
  • Familiarity with CMMS platforms and timesheet systems.
  • Strong organizational and communication skills.
  • Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
  • Ability to manage multiple priorities and meet deadlines.
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