Job Description
The incumbent reports to the Facility Manager, working under their direction to determine work priorities. The incumbent is the primary point of contact for all routine, emergency and preventive maintenance work orders and requests for services, and assures distribution to the appropriate shop for action. The incumbent is the customer service representative for the Facility Management section, communicating with personnel from all levels within the Embassy.
Duties and Responsibilities
Your main responsibilities in this role include the following:
The incumbent is responsible for the management of the Computerized Maintenance Management System (CMMS).
Processes unscheduled and preventative work orders (WO).
Reviews and approves WOs and assists the Maintenance Supervisor in distributing work orders to Supervisors or Tradesmen.
Manages data in CMMS including employee information, equipment inventory, preventative maintenance checklists, schedules and contracts.
Prepares reports for the Facility Manager and assists the Senior FAC staff and Supervisors in tracking and closing out work orders.
Communicates with the requesters to schedule appointments or request more information to clarify needs.
Coordinates repair work at short term leased residence through communication with GSO Housing employees or landlord contacts as necessary.
Inputs information to close out work orders out in a timely manner.
Monitors the work order system for operational trends, makes
Suggestions to improve section performance and adjusts the CMMS system as necessary for optimal performance. Manages records of the preventative maintenance work order program.
This position provides general administrative support to the Facility Management section as required.
This includes routine section requirements such as time & attendance, leave requests, organization charts, phone trees, official reports, etc.
Acts as a customer service liaison answering calls, questions, and obtaining information & answering inquires when necessary.
Processes routine procurement requests through the ARIBA ILMS system as requested by FAC Senior Staff.
Handles FAC specific routines such as TREES utility information tracking, FAC-APPS submissions, ICASS work load counts and space allocations, management notices and vendor invoice processing.
Maintains section records including personnel files, maintenance database records for all GO properties for routine maintenance and equipment inventory as necessary.
Answers telephones and provides customer support.
Performs other duties as assigned and/or directed by the Facility Manager.
Computerized Maintenance Management System (CMMS)
Continued
Administrative Support
Collateral Duty Assignments
Job Requirements
Open to the public
Completion of high school education
Two years of progressively responsible experience in the office administrative/clerical experience in a customer-service
English Language Level IV- Fluent (reading/writing/speaking) is required.
Arabic Language Level III - Good working Knowledge (reading/writing/speaking) is required.
Must have a good working knowledge of an active office environment; be thoroughly familiar with reporting structures and the standard office hierarchy; must know how to support multiple persons simultaneously including maintaining an adequate stock of office supplies; must know basic math, capable of handling currency and working a balance sheet; must know how to set up and maintain a filing system. Must be customer service oriented, and able to handle difficult customers with tact.
Must be a visionary, forward thinker, and quick understudy with an aptitude to learn so he/she can anticipate the needs of the office and those individuals he/she supports.
Must have excellent interpersonal skills and be able to handle a large workload and multiple tasks simultaneously.
Must be organized, methodical, decisive, and have professional telephone skills skills to write memos, populate spread sheets, and perform data entry. Ability to translate documents from Arabic into English or English to Arabic.
Must have excellent filing skills to keep track of current and historical information, including documents that must be kept in the maintenance library.
Must have a keen aptitude to work independently, have impeccable integrity, strong initiative, good judgment and must maintain confidentiality.
Must have good typing skills.
Must be proficient in the use of Microsoft Office software (Outlook, Word, Excel, PowerPoint, etc..)
Job Details
Company/Organization: U.S. Embassy in Kuwait
Employment Type: Full-time
Job Location: Kuwait City, Kuwait
Salary/Compensation: KWD 10,252 - 14,893
