DataScan Senior Administrative Specialist in Deerfield Beach, Florida


This individual will be responsible for performing administrative support to the Facilities Department including but not limited to:

  • Customer service support for Facilities Department, including:
  • Answer phones for Facilities Department
  • Coordinate support resources as needed
  • Assist customers with online work requests
  • Assist customers with conference room setup inquiries and planning
  • Work order entry, updates and follow up using IWMS system
  • Monitor incoming work request queue and escalate time sensitive requests
  • Accounting support including:
  • Invoice coding, review, scanning and resolution
  • Credit card reconciliation
  • Petty cash reconciliation and check requests
  • Set-up and maintain Facility Departmental files (paper and electronic).
  • Assist maintenance team with vendor call-outs and follow up for service and repairs.
  • Assist the team with purchases of supplies and parts as needed.
  • Provide support of asset management in the IWMS system by updating equipment information, generating PM work schedules as directed and assign PM work tickets internally or externally.
  • General administrative support including team meeting planning/event planning, Facilities vehicle maintenance/registration coordination, time sheet record keeping, maintaining department calendar, phone and computer requests for team as needed.
  • Assist Facilities Managers in preparing reports and updates, project documents and powerpoint slides.

  • Minimum 3 years experience in an administrative support capacity required; Facilities experience preferred.

  • High school diploma; College degree preferred.
  • Prior experience with a work management platform (i.e. help desk ticket system)
  • Proficient PC Skills required with a focus on Microsoft Office products including Word, Excel and PowerPoint. Ability to learn Gmail
  • Exceptional administrative and customer service skills with an emphasis on strong organizational and time management expertise.
  • Excellent telephone etiquette, professional demeanor and ability to screen calls diplomatically and effectively.
  • Strong verbal, written and interpersonal communication skills with adeptness in dealing with individuals of all levels, both internal and external.
  • Must have effective organization and follow-up skills.
  • Ability to handle multiple priorities in a fast-paced environment.
  • Must possess sound judgment and ability to handle issues with discretion and diplomacy.
  • Ability to maintain a high level of confidentiality.
  • Ability to work overtime as needed.

Requisition Number: 16-0452

Post Date: 10/10/2016

Title: Senior Administrative Specialist

Alternate Location: JM Service Center

Location: FL - Deerfield Beach