Facility Office Assistant

Organization Overview

The Facility Operations Center (FOC) supports efficient facility management through construction planning, emergency response, CMMS (Computerized Maintenance Management System) administration, and preventative maintenance, using data analysis to drive continuous improvements.

Position Description

Brookhaven National Laboratory is seeking a highly organized and customer focused Facility Office Assistant (FOA) to support operations within the Facility Operations Center. The FOA performs administrative and work management functions pertaining to facility maintenance operations and customer service activities. Prepares and maintains records, work orders and files in accordance with prescribed procedures. Performs tabulations and computations in compiling and consolidating data to be analyzed. Types correspondence, reports and other matter from rough drafts. Handles incoming telephone calls to process service requests. Will also forward requests or inquiries to the respective Facility Project Manager and/or supervisor; in cases of emergencies, expedites workflow and ensures proper approvals are in place. Performs other miscellaneous office functions, as needed.

The FOA serves as a primary point of contact for incoming service requests and priority work orders, utilizing the Laboratory's Work Order Management System (Maximo). Responsibilities include processing and routing service requests, reviewing work orders for completeness and accuracy, coordinating follow-up documentation, and supporting Preventive Maintenance and Environmental, Safety & Health (ES&H) programs.

This position plays a critical role in maintaining accurate work order data, which directly supports departmental performance metrics, operational efficiency, and regulatory compliance.

This position report to the Senior Staff Specialist Supervisor and the hours of operations are Monday - Friday 8am to 4:30pm. The position may also need to work overtime based on operational needs.

Essential Duties and Responsibilities:

Work Order & Service Request Management

• Receive and process incoming service requests and maintenance calls.
• Enter service requests into the Maximo Work Order Management System with complete and accurate information.
• Review and process service requests transferred from ServiceNow into Maximo.
• Route service requests and work orders to the appropriate Facility Project Manager (FPM) for approval and assignment.
• Create and route follow-up work orders or actions as required.

Work Order Quality Assurance / Quality Control (QA/QC)

• Review completed work orders for accuracy, completeness, and proper documentation.
• Verify correct asset numbers, locations, codes, and other required data fields.
• Coordinate with Facility Project Managers, craft supervisors, and personnel to obtain missing information or documentation.
• Ensure work order data integrity to support departmental reporting and key performance indicators (KPIs).

Preventive Maintenance & Documentation Support

• Support the Preventive Maintenance (PM) Program through documentation review and tracking.
• Assist with documentation requirements associated with the Refrigeration Program, preventive maintenance activities, and work order closeouts.
• Maintain and organize records, attachments, and supporting documentation related to repair and maintenance operations.

Administrative & Operational Support

• Order office supplies and process departmental safety glasses and shoe requisitions.
• Assist with processing ES&H facility inspection findings and related documentation.
• Provide administrative support to Facility Operations Center staff as needed.
• Deliver professional and responsive customer service to Laboratory personnel and service requestors.
• Adhere to all Laboratory environmental, safety, and health policies and procedures.
• Support departmental compliance initiatives and documentation requirements.

The above list of duties is not all inclusive of every duty performed by this position, but it does include the major elements in the job.

Required Knowledge, Skills, and Abilities:

• High School or GED diploma.
• Experience in office administrative support.
• Experience with data entry.
• Proficient in Microsoft Office (e.g., Excel, PowerPoint, Teams, and Outlook).
• Ability to work well in a large or dynamic team setting.
• Excellent customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Solid organizational skills with attention to detail.

Preferred Knowledge, Skills and Abilities:

• Associate or bachelor's degree in a related field.
• General knowledge of building systems, maintenance operations, or trade disciplines preferred.
• Knowledge of commercial/industrial facilities operations or construction.
• Experience with a Work Order Management System, Maximo highly desired
• Database experience.

Environmental, Safety & Health Requirements:

• Able to lift up to 20 lbs.

The successful applicant will be required to join IBEW Local 2230 and maintain membership within 30 days of their start date.

The Lab's placement policy is to select the best qualified candidate for an available position. With respect to Bargaining Unit positions, candidates are considered in the following order: (1) present benefits-eligible employees within the department/division and/or appropriate bargaining unit, with preference for those within the immediate work group; (2) present benefits-eligible employees within the Laboratory; and (3) outside applicants. The starting rate for this role is $31.57 per hour.