Program Support Specialist

3 weeks ago

London, Greater London, United Kingdom M.C. Dean Full time

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Project Support Specialist

Program Support Specialist to join our Facilities Engineering Operations & Maintenance team. The Program Support Specialist will play a critical role in supporting the overall success of our facilities engineering program, with a focus on security processing and supplies management. This is a support role, providing administrative assistance to project / account managers and other project/account team members. You will be required to perform project tracking through various programs (including but not limited to excel, salesforce, and SharePoint), security processing, and supplies management. We are a cutting edge company that is almost entirely paperless and a high proficiency with computers, smartphones, and tablets is required. You may also be required to schedule travel arrangements and provide customer service to our clients on an as needed basis. As this is a dynamic role, your duties may change at any time; an ability to adapt and learn quickly is vital.

Responsibilities

Provide administrative and operational support to the Facilities Engineering Operations & Maintenance program, with a specific focus on security processing and supplies management. Coordinate security clearance processing for staff and contractors, ensuring compliance with company policies and regulatory requirements. Maintain accurate records of security clearances, background checks, and access control permissions. Assist in the procurement and management of supplies, equipment, and materials for facilities maintenance and operations. Monitor inventory levels, track usage, and reorder supplies as needed to ensure continuity of operations. Collaborate with internal stakeholders and external vendors to source, purchase, and deliver supplies in a timely and cost-effective manner. Develop and maintain relationships with suppliers and negotiate favorable terms and pricing agreements. Assist in the development and implementation of security protocols and procedures to safeguard company assets and personnel. Support the Facilities Engineering Operations & Maintenance team in various administrative tasks, such as scheduling, document management, and data entry. Project accounting Some faxing, scanning, and printing Pulling Permits and Scheduling Inspections Providing customer service to clients Taking notes and recording meeting minutes during meetings Assisting with project scheduling Material purchasing and receiving tracking Timesheet assistance and general support to field employees Processing of project team credit card transactions Processing of security and access request for team members, subcontractors, and other personnel as needed Processing of incoming customer tickets Qualifications / Skills Sets / Expectations: High School Diploma or GED with 6+ years of experience Ability to obtain and maintain a Top Secret/SCI Security Clearance, with polygraph Basic knowledge of Adobe and/or Bluebeam Familiarity with professional grade scanners/printers/fax machines Extreme proficiency in all Microsoft office products (Excel, Word, PowerPoint) Experience with SharePoint would be an advantage Extreme proficiency with computers in general and an ability to learn new programs rapidly and effectively Must be committed to excellence and generate a high quality of work. Must consistently report to work on time, work well with other employees to accomplish a common goal, and maintain a safe work environment. Proven experience in program support or administrative role, preferably in facilities management or security operations. Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Excellent communication skills, both verbal and written, with the ability to effectively interact with internal and external stakeholders. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Knowledge of security clearance processes, access control procedures, and regulatory requirements (preferred). Experience with procurement processes, inventory management, and vendor relations. Desired Skills: Extreme proficiency with computers Extreme proficiency with all Microsoft office programs (Excel, Word, PowerPoint, etc) Ability to adapt with a fast pace constantly changing environment Ability to learn new tasks and especially new computer programs quickly and effectively Abilities: Exposure to computer screens for an extended period of time Sitting for extended periods of time Reach by extending hands or arms in any direction Have finger dexterity in order to manipulate objects with fingers rather than whole hands or arms, for example, using a keyboard Listen to and understand information and ideas presented through spoken words and sentences Communicate information and ideas in speaking so others will understand Read and understand information and ideas presented in writing Apply general rules to specific problems to produce answers that make sense Identify and understand the speech of another person Applicants for this position may be required to obtain or provide proof of flu shots or of other vaccinations depending on customer requirements and nature of the position or demonstrate a valid basis for exception. EOE Minorities/Females/Protected Veterans/Disabled
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