Administrative Assistant / Document Controller / Scheduler / Warehouseman I

POSITIONS : Administrative Assistant / Document Controller / Scheduler / Warehouseman I

1. Administrative Assistant :

Education : High School or Equivalent

Special Skills :

Administrative Assistant is responsible for providing comprehensive administrative, secretarial support- related tasks for the manager. Applicant will be responsible in submitting various reports, must be detail oriented and demonstrate the ability to manage multiple tasks simultaneously. Must also possess excellent written and verbal communication skills, strong analytical and problem solving skills.
FIle management, Microsoft proficent, excel advanced, word master, MAXIMO Strong Organization and Communication Skills.

Job Desription :

1. Provides administrative support, requiring considerable judgment and discretion, to include handling of information of a highly important and confidential nature.
2. Exhibits behavior consistent with company code of conduct.
3. Proactively manages appointment scheduling and coordination using Microsoft Outlook.
4. Possesses excellent English oral and written communication skills sufficient to clearly convey messages to co-workers, customers, and all levels of management.
5. Must be able to work in a high-stress, fast paced environment and demonstrate the flexibility required to handle a very dynamic work environment.
6. Exhibits strong time management and organizational skills and possesses the ability to multi-task while maintaining attention to detail.
7. Assembles and analyze information, prepares reports, and agendas.
8. Monitors and maintains staffing Basis of Estimates (BOE).
9. Maintains, files, records, and compiles reports and process documents in a timely manner.
10. Drafts and produces grammatically correct, accurate and complete final correspondence to include letters, memoranda’s and etc.
11. Develops and edits PowerPoint slides, and similar presentation materials.
12. Screens and directs incoming calls, set up conference calls, handles walk-in requests, organizes and maintains electronic files.
13. Must possess professional interpersonal skills and the ability to work well with others, as well as the ability to work independently, in a fast paced environment with changing priorities.
14. Proactively offers suggestions for process improvements.
15. Must be aware of the management financial budget to include; Work Breakdown Structure, Variance, Control Account Plan, Baseline Change Request and Quad Chart.
16. Utilizes Project and Program management software
17. Works special projects as assigned
18. Performs other duties as assigned

2. Document Controller :

Education : High School or Equivalent

3. Scheduler :

Education : High School or Equivalent

Special skills :

Project Coordinator/Scheduler is responsible for working closely with technical experts/project leads in creating and managing project schedules. Work closely with others in linking critical activities across multiple projects. Creates and publishes a high level integrated master schedule

Job Description :

1. Coordinates and tracks multiple key projects and tasks.
2. Excellent data-gathering skills with an ability to interpret/analyze and consolidate complex information for high-level program reporting.
3. Conducts Needs-Analysis and facilitates, tracks and submits DTRs/PRs to meet PMO requirements.
4. Performs as a lead scheduler while assisting department with special projects.
5. Maintains a resource loaded and networked program schedule for on-going and special projects that can be used to analyze resource allocation, mission completion dates, and “what if” analysis.
6. Tracks and updates personnel and project tasking progress on a daily basis.
7. Creates tracking reports out of MS Project and/or Smartsheet online management software for various levels of management.
8. Facilitates, manages and coordinates project schedules and recommends appropriate lead-lag times.
9. Plans workload for multiple departments and de-conflicts resources.
10. Provides forward looking schedule analysis to Leadership.
11. Interfaces between senior management and department heads to gather data and adjust scheduling parameters.
12. Contributes to program proposal preparation efforts.
13. Help facilitate weekly operations meetings and related reporting requirements.
14. Performs other duties and assignments as required.

4. Warehouseman I :

Education : High School or Equivalent

Special skills : GCSS-A, Microsoft Office Suite

1. Receives and counts stock items, and records data manually, or uses Global Combat Support System-Army (GCSS-A).
2. Performs furnishings hand-receipt transactions, delivery, assembly, set-up, and pick up appointments for billets, 10% cyclic and 100% semi-annual inventories, management of 3,500 square meters of warehouse storage space, and all MILVAN containers for the Housing Office.
3. Addresses Customer concerns in a prompt, professional and courteous manner, and answers customer walk-in and telephone inquiries related to Housing Furnishings issues.
4. Packs and unpack items and stocks in stockrooms, warehouses, or storage yards.
5. Verifies inventory by comparing physical counts of stock, and investigates discrepancies and/or adjust errors.
6. Stores furniture items in an orderly and accessible manner in warehouses or other areas.
7. Marks stock items using identification tags, stamps, electric marking tools, or other labeling equipment.
8. Cleans and maintains supplies, tools, equipment, vehicles, and storage.
9. Determines proper storage methods, identification, and stock location based on turnover, environmental factors, and physical capabilities of facilities.
10. Utilizes Maintenance Management System (Maximo) software to help maintain the automated aspect of supply/property management to produce and track Data Tracking Records (DTRs) and Purchase Requests and Commitment (PR&Cs) to maintain stock and items needed to perform the mission.
11. Examines and inspects furniture items, and stock handling equipment for wear or defects, and reports damage to supervisor, and maintains record of use and/or damage to furniture/equipment.
12. Prepares documents for turn-in and conducts turn-in of items needing repair or unserviceable/excess furnishings items to CPC, FMS-A, DLA, and Landfill Disposal.
13. Prepares, issues, receives, turn-in/pick-up post laundry, and maintains accountability of linen for transient billets.
14. Follows and embraces a positive safety culture throughout the Housing operations.
15. Adjusts schedule as necessary (subject to swing shift) to assist other sections in the Housing Branch, or other Community Service Departments when short staffed, or when mission surge occurs.
16. Must be willing to work on holidays, short notices, all shifts, overtime and assigned to any Housing location in Kuwait. Vacation scheduling will also be dictated by mission requirements.
17. Performs other duties as assigned.