Contractor Administration Coordinator

POSITION OVERVIEW
This role will provide coordination for the Contractor Administration function serving facility locations as well as provide other types of office/financial administrative support for the R&D Facilities, Maintenance and Engineering Team.

PRIMARY JOB RESPONSIBILITIES:
1. Coordinate all Kalamazoo Contractor Administration responsibilities:
a. Receive on-board request forms from suppliers and/or sponsors
b. Confirm candidate contract worker prerequisites with Supplier if not designated on form
i. Supplier is confirmed as an active supplier in SAP
ii. Drug Testing for contractor has been completed through Supplier
iii. Background Check for contractor has been completed through Supplier
iv. Penicillin allergy questions have been completed (B156 contractors only)
c. Enter contractor information into HR System (Workday) once prerequisites are confirmed and start date is determined
d. Send out on-board notifications/instructions to sponsors, admins, etc. regarding new contract engagements
e. On a monthly basis, compile and send out notifications to contractor sponsors who have one or more contractors nearing their respective end date.
f. Off-board contractors in Workday when engagements end
g. Provide initial badge training and area-specific checklists for newly on-boarded contractors
h. Assist HR, FM&E, Legal, etc. by providing basic data regarding contractor engagements at the Kalamazoo site as needed
i. Coordinate with local Security badge office on contractor on-boards/off-boards
2. Attend weekly FM&E project review meetings and compile/record updates in master planning spreadsheet
3. On a weekly basis, enter itemized charges from site utility invoices into spreadsheets
4. On a monthly basis, compile FM&E actual YTD PO and project spends into tracking spreadsheet
5. Maintain FM&E Required Training Course List and update learning assignments for contractors and colleagues in the learning management system as needed
6. Assist with annual records maintenance activities and other ad-hoc reporting tasks as needed:
a. Coordinate Annual JD/CV record updates for FM&E
b. Assist with other period and ad-hoc reporting and record-keeping tasks

SKILLS:

REQUIRED QUALIFICATIONS
1. High School Diploma or Equivalent
2. Can easily interact with all types of individuals regardless of their organizational level, employment status, job profile, etc. Must be comfortable providing instructions and answering questions for small groups of new contractors (2 to 12 persons).
3. Strong attention to detail qualities, with proven job performance in a position that required high degree of accuracy.
4. Administrative experience supporting a financial function with strong experience using financial tracking/reporting spreadsheets.
5. Can work seamlessly in an office-based environment and be able to spend large amounts of time working on a computer (80%+ of time spent on job).
6. Can effectively multi-task and prioritize work based on current business priorities, as determined by supervisor and/or working group.
7. Can effectively and clearly communicate while speaking as well as writing (eg email)
8. Experience with Microsoft Excel, SAP

PREFERRED EXPERIENCE
1. Two or more years working in an administrative or financial support role dealing with project-based accounting and/or in support of an Engineering-based function.
2. Familiarity with an SAP Financial Reporting system and/or related reporting methods.