Contract Services Administrator

Title: Contract Services Administrator

Duration: 12 Months

Location: 560 Fremont Road, Stanford, CA (Onsite)

Top 3 requirements to hire?

• Proficient in data entry and system setup.
• Understanding of asset and vendor management practices.
• Experience with Microsoft Excel and Smartsheet, including advanced functions like VLOOKUP.

Job Description:

• Administrative experience in calendaring, inventory management, or similar roles.
• Exposure to facilities management, contracted services, or regulatory compliance is advantageous.

TASKS:

• Document Handling:

• Scan, rename, upload, and email elevator paperwork, fire testing reports, and other compliance documents.
• Ensure accurate labeling and filing according to standardized naming conventions.
• Maintain detailed records of sent items and create a central repository for easy retrieval.

• Error Reduction:

• Develop and use a quality control checklist to verify accuracy at each step.
• Periodically review document management practices to minimize errors.

• Coordination
• Vendor Management
• Implementation Plan

The intern/temp will:

• Scan, upload, label, file, and email documents accurately and efficiently.
• Gather and organize initial data from existing records and stakeholders.
• Create structured systems (databases, calendars, and folders) for tracking and scheduling.
• Use Microsoft Excel and Smartsheet for efficient data management, including VLOOKUP functions.
• Test and refine tracking and compliance processes.
• Provide weekly updates on progress and identify areas for improvement.