Facilities Maintenance Management Analyst

California, United States
12 May 2019
End of advertisement period
12 Jul 2019
Contract Type
Full Time

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

Under general supervision, reporting to the Director of Maintenance Management, the analyst position will provide technical support, analysis (metrics), and recommendations to assist the Director in making operational and strategic decisions. This includes the review and maintenance of eighteen (18) separate budgets in excess of $15,000,000. The Analyst will assist the Asset Manager to support Facilities’ asset management objectives including information management, analysis and lifecycle processes. In addition, the analyst is the facilities liaison to human resources for the following: payroll reporting; compensation review; job advertising; and job description review. The analyst is also responsible for the implementation and maintenance of the facilities engagement and development council (FED Council) recommendations.

Job Duties

  • Responsible for pay roll reconciliation
  • Run/review budget related reports related and reconcile financial transaction between shops and the customer
  • Liaison between facilities and HR, processing all employee transactions
  • Maintain petty cash account, collect and distribute appropriate funds, prepare and submit deposits to credit union for facilities and provide monthly reconciliations to finance and post cost recovery on AiM work order
  • Designated as a PCard holder for facilities making appropriate purchases and preparing travel arrangements for Facilities Operations staff
  • Analyze and support facilities operations leadership teams providing recommendations and forecasting budgets
  • Analyze financial reports and work with all facilities department to reconcile data
  • Analyze financial data for opportunities to improve operations
  • Provide customer service processing AiM work orders, shut down notifications, answer emails and phones
  • Leadership role in the administration of the Facilities Engagement & Development (FED) council recommendations
  • Work closely with the Asset Manager to use and improve system reports on a regular basis, show asset inventory progress and ensure the right information is being captured for reporting
  • Work closely with the Asset Manager with all asset management data input throughout asset lifecycle
  • In collaboration with the Asset Manager, improve the value returned to the operation through the effective management of physical assets
  • Responsible for creation, update and publishing of Caltech asset management tagging protocol
  • Other duties as assigned

Basic Qualifications

  • 3 years of experience working with financial data and preparing expense reports
  • Proficient in Microsoft Power Point, Outlook, Word and Excel
  • 5 years of customer service experience
  • Excellent verbal and written communication skills
  • Experience providing administrative support to a large team

Preferred Qualifications

  • Degree in business or accounting
  • Proficient with AiM Integrated Work Management System (IWMS), Cognos, Kronos, Concur, Oracle, Taleo, Meridian Document Management

Required Documents

  • Resume