Facilities Transportation and Logistics Administrator - Military Veterans

Facilities Transportation and Logistics Administrator

Caltech

Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Reporting to the Transportation Shop supervisor, the Facilities Transportation and Logistics Administrator supports the campus community with transportation, shipping/receiving, chauffeur, and motor pool services. This position actively demonstrates a commitment to customer success as well as the mission of Caltech in all interactions with internal and external customers with the goal of delivering safe, dependable, reliable, and quality services. The ideal candidate possesses exceptional attention to detail, strong organizational skills, an excellent customer service ethic, and commits to continually improving the department's processes and services.

Essential Job Duties

• Responsible for following all safety procedures and maintaining a safe and secure work environment.
• Facilitate effective communication between shop staff, management, customers, and vendors
• Answer phones, and emails, and respond to customer inquiries through the Facilities Service Request portal
• Ensure compliance with regulatory requirements and Caltech policies related to transportation and logistics operations
• Utilize software and systems to generate reports and analyze performance
• Maintain accurate records of shipments, invoices, and other documentation
• Track and update purchase orders, maintain detailed records and ensure compliance
• Monitor inventory levels and reorder supplies
• Support the Chauffeur program by processing requests, supporting customers, scheduling, and driving in the chauffeur rotation.
• Assist shop supervisor with work management activities such as timecard review in AiM and Kronos, scheduling, and creating and assigning work orders
• Provide communication, facilitation, coordination, and documentation of all reported customer issues
• Escalate issues to management when needed for any situation in which services to customers have been compromised
• Investigate and facilitate solutions for customer problems
• Identify trends and make recommendations for improvements
• Support shop staff in administrative duties
• Performs other job-related duties as assigned

Basic Qualifications

• Demonstrated excellence in communicating with internal and external customers.
• 2+ years' experience serving as a front-line customer service representative working in Facilities, maintenance, construction, or similar service-providing industry.
• GED or High School Diploma
• Computer skills such as data entry, email, internet research, and word processing
• Valid California Driver's License
• Ability to work evenings, weekends, and holidays when necessary

Preferred Qualifications

• Proficiency using Caltech proprietary systems such as AiM IWMS, Kronos, OBI
• Applicable certifications in Customer Service, or similar customer support fields
• Experience with spreadsheets, databases, and collaboration tools, such as - Excel, Teams, Box, Microsoft 365, internet research, and Integrated Work Management Systems (IWMS)
• Associate or bachelor's degree in a related field

Required Documents

• Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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