Administrative Coordinator Contract and Fleet Specialist

To be fully considered for this position all candidates must submit the following at the time of submission:

• A complete and accurate GSU application
• Resume

• Cover Letter

  #LI-BD1

Administrative Coordinator - Contract and Fleet Specialist

Facilities Management Services

Facilities Management Admin

Salary: Competitive salary of $36000 - $46000 with great benefits!

Schedule: Monday through Friday 8:30 a.m. - 5:15 p.m. *Shift Subject to Change*

Atlanta Campus

These are exciting times at the Facilities Management Admin Department. We are growing and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us Are you seeking an opportunity with purpose and direction If you are we have the perfect opportunity for you! We hire great people from a wide variety of educational career and personal backgrounds not just because it is the right thing to do but because it makes us a stronger team.

The Facilities Management Admin Department is seeking(1)Administrative Coordinator - Contract and Fleet Specialist to join the already awesome team taking the Facilities Management Admin Department to the next level of excellence!

WHAT MAKES The Facilities Management Admin Department A GREAT PLACE

A flexible work environment

Generous benefits including health dental vision tuition assistance retirement etc.

A knowledge-sharing organization that works collaboratively with diverse partners.

Professional development opportunity and mentorship

A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

The Contract and Fleet Specialist reports to the Director Administrative and Customer Services in Facilities Management Services (FMS). Provides high-level administrative support including preparing and monitoring annual service contracts and special reports and handling payment requests. This position is also responsible for providing administrative support for FMS Fleet and will work closely with all units within administrative services building services design and construction services fire safety maintenance and operations planning and renovations.

In addition to supporting the department duties will generally fall into one of the following groupings although overlapping of duties may occur as needed:

• Provides administrative contract support for Facilities Management Services. This includes the preparation of annual contracts (pest control trash elevator maintenance waste management division uniforms etc.) running spend reports reviewing POs and processing invoices.
• Handles customer service requests from internal and external clients as needed.
• Collects and disseminates information on contracts and works closely with all departments in Facilities Management Services (Design and Construction Services Building Services Maintenance Operations etc.) on contract administration.
• Monitors the performance over the life of the contract for service delivery quality of service delivery and financial record keeping. Make sure vendors demonstrate compliance on a continuing basis.
• Monitors contractor performance; Provides recommendations to Director on contract renewals. Monitors accounts payable of contracts to ensure invoices are paid as timely as possible.
• Works closely with Procurement and Director to review contracts three months prior to contract end date and/or renewal date.
• Works closely with Procurement to assist in preparing solicitation pages and defining exact services to be provided for incorporating into the contract as well as the definition of the contracts termination process.
• Drafts contract reports. Conducts monthly and annual expenditure reviews in partnership with Director. Oversees FMS physical inventory and asset reporting.
• Manages the administration of the FMS Fleet for the Downtown campus including keeping vehicle maintenance records in compliance with GSU Fleet Management.
• Ensures that vehicles are maintained including preventative maintenance emissions repairs and recalls.
• Works closely with vehicle users to ensure driving logs are kept current.
• Assists the Director in evaluating vehicles to be surpluses and/or purchased.
• Performs other duties as assigned by Director.

Minimum Requirements:

• Bachelors degree and one year of administrative experience or a high school diploma or GED and five years of administrative experience or a combination of education and related experience.

Preferred Requirements:

• Knowledge of University USG and DOAS rules policies and procedures.
• Knowledge of business management and procurement practices.
• Knowledge of various software and information systems such as MS Word Excel Outlook Teams Webex Spectrum Panthermart etc.
• Skilled in professional business writing.
• Effective time management analytical and organizational skills. Great attention to detail.