Title: Contract Services Administrator
Location: Stanford CA 94305
Duration: 6 months of contract with possible extension/ conversion
Pay rate: $30/hr. on W2.
Shift timings: 7am to 4 pm
Top 3 requirements:
• Smartsheet and Excel.
• Proficient in data entry and system setup.
• Understanding of asset and vendor management practices.
Experience:
• Administrative experience in calendaring, inventory management, or similar roles.
• Exposure to facilities management, contracted services, or regulatory compliance is advantageous.
Technical Background:
• 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.
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.
Responsibilities:
• 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.
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