General Summary:
The Administrative Staff role is responsible for supervising General Services tasks and overseeing contracted company services.
Duties and Responsibilities:
- Perform periodic inspections of facilities, specific locations, or contracted services to ensure task are complete.
- Supervise Security operations that includes but is not limited to badging process/procedures, GSO PTIA AOA badging and training, federal requirements for site and company policies, facility/site access request, response to security issues onsite, support to airport and local law enforcement event as required, supervise corporate security audits, support site emergency communications (phone calls, emails), and support after hours security issues.
- Use discretionary judgement to advise and implement changes to the security protocols and standard operational procedures.
- Supervise company uniform services program; ensure services provided by 3rd-Party suppliers follow expectations of the services scope of work.
- Supervise food services from 3rd-Party suppliers to ensure services meet the expectations of the executed service agreement.
- Supervise Company Vehicle Administration (CVA) to ensure company vehicle processes are maintained and support employee use of pool vehicles.
- Speak publicly during orientation or other events on behalf of the General Services Department.
- Collect, sort, distribute or prepare mail or messages when requested.
- Perform administrative support tasks, such as proofreading, transcribing handwritten information, operating computers for documents.
- Review statements of work to ensure contractors are performing services as agreed for uniforms, vending, office supply, janitorial services, or Security vendor.
- Communicate and support various General Services functions such as Janitorial Service – area inspections, Uniform contract support, CVA support, and Security coordination with PTIA and TSA.
- Communicate with and provide guidance for external vendors to ensure the organizational and departmental business requirements are met.
- Supervise the activities and deadlines for contracted services, based on leadership direction and/or business needs.
- Review contracts, regulations, and procedural guidelines to ensure comprehension and compliance.
- Prepare and review operational reports and schedules to ensure accuracy and efficiency.
- Analyze internal processes, recommend, and implement procedural or policy changes to improve operations.
- Maintain and update filling, inventory, mailing, and database system, either manually or using a computer.
- Operate office machines, such as photocopiers and scanners, fax machines, voice mail system, and personal computer.
- Compile, copy, sort, and file records of office activities, business transactions, and other activities.
- Transmit information or documents to departments within the Company.
- Add new material to file records or create new records as necessary.
- Process and prepare memos, correspondence, purchase request or other documents.
- Review access requests to determine approval based on company policies.
- Respond to request for security assistance or guidance, elevate requests to ensure timely response to urgent notifications.
- Assist with additional duties that may be assigned
- Support afterhours response to security operations.
- Provide discretionary judgement when reviewing and approving CVA vehicle maintenance and repairs.
Education, Work Experience, Certification and/or Licensure:
- Associate's degree from an accredited Community College or graduate of a certified technical school with five or more years of relative experience in Security Administration, or Corporate Security environment.
- Intermediate computer proficiency (Microsoft Office Programs)
- Experience with SAP or SharePoint is preferred
- Previous experience working with 3rd Party Suppliers and vendors in a corporate environment.
- Four plus years in recording keeping and data entry.
- Valid driver’s license.
Knowledge, Skills and Abilities:
- Active Listening
- Effective communicator (oral and written) with employees, contractors and vendors.
- Service oriented
- Critical thinker
- Self-motivated
- Social perceptiveness
- Active learning
- Deductive reasoning
- Public Speaking
- Selective attention
- Enthusiastic attitude
- Polished and professional demeanor
- Knowledge of administrative and clerical procedures and systems
- Knowledge of principles and processes for providing company services
- Ability to multitask in fast-paced environment
- Ability to write reports.
- Ability to effectively present information verbally and respond to questions from team members, managers, customers, and co-workers.
- Ability to define problems collect data, establish facts, and draw valid conclusions.
- Ability to work overtime and holiday as needed.
Physical Requirements:
- Incumbents may routinely be exposed to equipment operational noise heat-cold-dust, and/or aircraft equipment, parts, or fuel odors.
- Incumbents may be required to stand, sit, squat, walk, bend, climb ladders, move, reach, or stretch for prolonged time periods with no restrictions, as required by job duties.
- Work in a safe and professional manner while adhering to all regulatory requirements (FAA, OSHA, DOT, EPA, State, and Federal regulations, etc.).
- Read, hear, speak, and see with no restrictions, as required by job duties.
- Comprehend and adhere to management directions and/or safety instructions with no restrictions.
- Effectively communicate in Business English language.
- Pull, push, carry, lift, or move items up to 10 lbs. throughout the work shift without assistance, as required by job duties.
- Pull, push, carry, lift or move materials/people/items/equipment weighing up to 50lbs or more during the work shift, with the use of Company provided “reach assistance technology” or “movement assist technology” (fork-lifts, pallet jacks, pulleys, dolly’s, robotics reach equipment, people movers etc.), as required by job duties.
The above statements are intended to describe the general nature and scope of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, skills, and responsibilities required of personnel so classified. Duties, responsibilities, and activities may change at any time with or without notice. This document does not constitute a contract between the incumbent and Honda Aircraft Company. (FLSA: ) 01/07/13
