Administrative Asst 2

Job Summary:

This Data Specialist II will report directly to the Instrumentation Manager for Operations. This position is responsible for providing general administrative support for the Instrumentation department and technician within the Operations organization. Duties include, but are not limited to, coordinating and facilitating vendor visits for maintenance activities, managing spreadsheets pertaining to department metrics, monitoring and converting work requests to work orders in CMMS, and assisting technicians with asset movements within the asset management database.

Job Responsibilities:

• Works on assignments that may be complex in nature, where independent thinking and a high degree of initiative are required in resolving issues and developing recommendations.
• Maintains a high level of discretion and sensitivity.
• Coordinates and facilitates visits by vendors for the performance of new equipment installation/qualification, calibration, preventive maintenance, and repairs activities for assets utilized by Operations.
• Responsible for updating asset management database with appropriate vendor report documents for capturing all completed activities as they pertain to the performance of new equipment installation/qualification, calibration, preventive maintenance, and repairs.
• Assists with the management of the department's metrics and the preparation of presentations for reporting out to leadership.
• May coordinate with internal and external management-level staff to accomplish all activities.
• Ensures proper handling, record storage, and other documents as per the Client Record Retention Policy.
• Plays an active role in maintaining the company's internal and external reputation and strengthening of Client’s social responsibility.
• Handles comprehensive organization tasks, which encompass drafting the communication related to activities and collaborating with vendors, subcontractors, and or other personnel as necessary.
• Other projects or duties as assigned.

Education and Experience:

• High School diploma, GED or equivalent education is required; AA is preferred.
• A minimum of 3 years of recent previous administrative experience, supporting senior management is required.

Knowledge and Skills:

• Proficient interacting with individuals at all levels.
• Requires demonstrated experience maintaining confidentiality, handling sensitive information with tact and diplomacy.
• Excellent written and verbal communication skills, including strong grammar, spelling, punctuation, composition, and proofreading abilities.
• Advanced knowledge of MS Word, Excel, PowerPoint, and Outlook required.
• Knowledge of CMMS usage (BMRAM, MAXIMO, etc.)
• Ability to thrive in a fast-paced and rapidly changing environment.
• Meticulous organizational and time management skills, with great attention to detail, and the ability to multi-task effectively.
• Successfully manages shifting priorities and balances requests from multiple individuals.
• A self-starter who learns quickly and works efficiently.

Physical Demands:

• Walking: Moves about on foot often in confined spaces and over grating.
• Carrying: Transports objects by holding them in hands or arms.
• Hands/Arms: Operates electrical and computerized instrumentation; operates hand and power tools.
• Handling: Seizes hauls or works with hands.
• Lifting: Raises and lowers pumps, motors, and related items.
• Reaching: Extends hands and arms in any direction.
• Stooping: Bends body downward and forward by bending at the knees or waist.
• Height; in and out of confined spaces.
• Operates company equipment and vehicles.
• Sitting: Meetings, work benches, and others.

Work Environment:

• Noise: Occasionally works in noisy conditions.
• Personnel Protective Equipment required, safety glasses, gloves, safety shoes.

Join our team in the vibrant city of San Diego, CA, where you can enjoy a dynamic work environment and a great quality of life.