Facilities Support Specialist
Aleron, Anaheim, CA, United States
Facilities Support Specialist
Location: Anaheim, CA
Employment Type: Temp to Direct (9 months)
Industry: Aerospace and Defense
Compensation: $35.00 - $45.00 /hr.
Schedule: 9/80 hrs/Week (1st shift)
Overview
Under the general supervision of senior leadership, this position performs a variety of activities supporting the Facilities department in an aerospace and defense organization.
Responsibilities
Gathers, collects, records, tracks, and verifies data and information from multiple sources.
Compiles, reviews, and analyzes data.
Uses software to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
Design processes to enhance workflow.
Provides data and information to others on functional unit processes and procedures.
Manages, updates, and reconciles data in Facilities tracking systems involving tasks, equipment, and inventory.
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.
Assists 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 (travel accommodations and expense reports; petty cash handling & reporting; finance/accounting support; assists other departments with purchasing and tracking of assets; coordinates Conference Room reservations).
Generates Work Orders (Weekly, Monthly, Quarterly, Semi-Annual, and Annual).
Prints and distributes accordingly.
Runs Backlog Report.
Maintains all PM Services on Schedule.
Closes completed work order and attached Service Reports.
Verifies funds on PO.
Distributes WO for completion along with vendor PO information.
Assists with vendor scheduling.
Submits Ease Management Visitor request to Security.
Creates follow-up work order if needed and closes once completed with the attached report.
Maintains Janitorial Inventory at all times, and special order items from Staples.
Runs and reviews the Cognos Agreement Renewal Report for expiring POs.
Works with vendors to renew Purchase Orders.
Updates Statement of Works alongside the Facilities Engineer.
Requests and collects quotes and corporate required vetting documents from all vendors (Corp. Qualification Form, W-9, Certificates of Insurance, NDA/PIA, EH&S Certification, Eligibility Letter).
Reviews Certificates of Insurance; requests insurance approval from Corp.
Assesses Risk Management if limits do not meet client requirements.
Works closely with IEC Purchasing to have new vendors uploaded to the database and extended to our company code.
Maintains, along with IEC Purchasing, all vendor vetting documents.
Maintains the Facilities vendor contact list.
Submits Ease Visitor Management Visitor Request for any onsite job walks and/or visits.
Completes Ariba Purchase Requisition.
Uploads supporting documents.
Submits PR for Approval.
Checks the Approval Workflow status.
Maintains Purchase Orders for team accessibility.
Submits a Change Order to add additional funding to Purchase Orders.
Submits a Change Order for any change in the Scope of Work.
Routes invoices received from Accounting to the owner who manages the service/project referenced on the invoice.
Once the owner verifies the invoice, routes the invoice to the manager for final approval, then routes the approved invoice to accounting for payment.
Routes Ariba invoices to the owner and the manager for approval.
Completes pre-audit checklist to ensure all documentation is readily available for the auditor.
Notes CMMS Task numbers for each checklist item.
Ensures all supporting documentation is uploaded into CMMS.
During the audit, the auditor will be with the CMMS program and present information to the auditor on demand.
Distributes each section of the BCP to assigned Managers for annual updates.
Updates all Facilities owned sections.
Inserts updated sections into the BCP accordingly.
Ensures all linked documents/policies throughout the BCP are working correctly.
Updates Executive contact information throughout BCP.
Manages DMV registration payment and smog checks.
Maintains Auto Insurance ID cards that are current.
Interprets and catches design flaws before they become problems.
Performs fleet vehicle supporting paperwork for CHP Audit.
Qualifications
High School Diploma or GED.
6+ years of experience in advanced electrical systems design & troubleshooting.
6+ years of experience in switchgear, transformers, and motor control centers.
6+ years of experience in industrial & low-/medium-voltage systems.
6+ years of experience in control systems & automation.
6+ years of experience in blueprints & schematics mastery.
OSHA 30 certification.
Arc flash certification (NFPA 70E).
6+ years of experience in government contracts or military bases.
Preferred Qualifications
Associate Degree.
Good organizational skills and attention to detail.
Ability to work efficiently under deadlines and manage multiple tasks.
Familiarity with handling confidential information and maintaining data privacy.
Effective communication and collaboration skills.
Proficiency with spreadsheets (Excel) for tracking.
Basic knowledge of HR compliance requirements regarding employee records.
Comfortable with complex power distribution, backup systems, and fault isolation under pressure.
Experience with defense sites.
Familiarity with PLCs, SCADA systems, and instrumentation.
AutoCAD (for electrical layouts).
Prior work on critical infrastructure (hospitals, data centers, utilities).
Additional Information
Upon offer of employment, the individual will be subject to a background check.
Equal Opportunity Employer
Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer.
Race/Color/Gender/Religion/National Origin/Disability/Veteran.
Legal Requirements
Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.
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Location: Anaheim, CA
Employment Type: Temp to Direct (9 months)
Industry: Aerospace and Defense
Compensation: $35.00 - $45.00 /hr.
Schedule: 9/80 hrs/Week (1st shift)
Overview
Under the general supervision of senior leadership, this position performs a variety of activities supporting the Facilities department in an aerospace and defense organization.
Responsibilities
Gathers, collects, records, tracks, and verifies data and information from multiple sources.
Compiles, reviews, and analyzes data.
Uses software to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
Design processes to enhance workflow.
Provides data and information to others on functional unit processes and procedures.
Manages, updates, and reconciles data in Facilities tracking systems involving tasks, equipment, and inventory.
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.
Assists 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 (travel accommodations and expense reports; petty cash handling & reporting; finance/accounting support; assists other departments with purchasing and tracking of assets; coordinates Conference Room reservations).
Generates Work Orders (Weekly, Monthly, Quarterly, Semi-Annual, and Annual).
Prints and distributes accordingly.
Runs Backlog Report.
Maintains all PM Services on Schedule.
Closes completed work order and attached Service Reports.
Verifies funds on PO.
Distributes WO for completion along with vendor PO information.
Assists with vendor scheduling.
Submits Ease Management Visitor request to Security.
Creates follow-up work order if needed and closes once completed with the attached report.
Maintains Janitorial Inventory at all times, and special order items from Staples.
Runs and reviews the Cognos Agreement Renewal Report for expiring POs.
Works with vendors to renew Purchase Orders.
Updates Statement of Works alongside the Facilities Engineer.
Requests and collects quotes and corporate required vetting documents from all vendors (Corp. Qualification Form, W-9, Certificates of Insurance, NDA/PIA, EH&S Certification, Eligibility Letter).
Reviews Certificates of Insurance; requests insurance approval from Corp.
Assesses Risk Management if limits do not meet client requirements.
Works closely with IEC Purchasing to have new vendors uploaded to the database and extended to our company code.
Maintains, along with IEC Purchasing, all vendor vetting documents.
Maintains the Facilities vendor contact list.
Submits Ease Visitor Management Visitor Request for any onsite job walks and/or visits.
Completes Ariba Purchase Requisition.
Uploads supporting documents.
Submits PR for Approval.
Checks the Approval Workflow status.
Maintains Purchase Orders for team accessibility.
Submits a Change Order to add additional funding to Purchase Orders.
Submits a Change Order for any change in the Scope of Work.
Routes invoices received from Accounting to the owner who manages the service/project referenced on the invoice.
Once the owner verifies the invoice, routes the invoice to the manager for final approval, then routes the approved invoice to accounting for payment.
Routes Ariba invoices to the owner and the manager for approval.
Completes pre-audit checklist to ensure all documentation is readily available for the auditor.
Notes CMMS Task numbers for each checklist item.
Ensures all supporting documentation is uploaded into CMMS.
During the audit, the auditor will be with the CMMS program and present information to the auditor on demand.
Distributes each section of the BCP to assigned Managers for annual updates.
Updates all Facilities owned sections.
Inserts updated sections into the BCP accordingly.
Ensures all linked documents/policies throughout the BCP are working correctly.
Updates Executive contact information throughout BCP.
Manages DMV registration payment and smog checks.
Maintains Auto Insurance ID cards that are current.
Interprets and catches design flaws before they become problems.
Performs fleet vehicle supporting paperwork for CHP Audit.
Qualifications
High School Diploma or GED.
6+ years of experience in advanced electrical systems design & troubleshooting.
6+ years of experience in switchgear, transformers, and motor control centers.
6+ years of experience in industrial & low-/medium-voltage systems.
6+ years of experience in control systems & automation.
6+ years of experience in blueprints & schematics mastery.
OSHA 30 certification.
Arc flash certification (NFPA 70E).
6+ years of experience in government contracts or military bases.
Preferred Qualifications
Associate Degree.
Good organizational skills and attention to detail.
Ability to work efficiently under deadlines and manage multiple tasks.
Familiarity with handling confidential information and maintaining data privacy.
Effective communication and collaboration skills.
Proficiency with spreadsheets (Excel) for tracking.
Basic knowledge of HR compliance requirements regarding employee records.
Comfortable with complex power distribution, backup systems, and fault isolation under pressure.
Experience with defense sites.
Familiarity with PLCs, SCADA systems, and instrumentation.
AutoCAD (for electrical layouts).
Prior work on critical infrastructure (hospitals, data centers, utilities).
Additional Information
Upon offer of employment, the individual will be subject to a background check.
Equal Opportunity Employer
Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer.
Race/Color/Gender/Religion/National Origin/Disability/Veteran.
Legal Requirements
Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.
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