Program Administrator

Acara Solutions is hiring Program Administrator for our client's real Estate & Design and Engineering organization. This is a long-term contract opportunity in San Jose. Please note, this is a fully onsite position. Overview: Under the direction of the Facilities Manager, assist managing projects and programs which support the Real Estate & Design and Engineering organization. Provides leadership in the areas of financial management, communications, purchasing, inventory management, project coordination and other department support. Serves as liaison to internal/external stakeholders and other departments. High level of professionalism, positive interpersonal relationship skills required with support departments as well as with vendors. What you will do Assign facilities service tickets daily to proper support team thru software tool. Review each service ticket for completeness and accuracy of required information before assignment. Review daily service tickets that are past and coordinate completions and updated dates to ensure records are up to date. Coordinate and order business cards for site campus based on requests Review all resolved tickets, follow-up with stakeholders, and closed out timely to help be successful in meeting corporate service desk goals. Coordinate room /campus needs Assist janitorial staff with coordination of events on campus, which includes but not limited to competing JIRA tickets with necessary information, assigning support staff, overseeing set up, take down. Manage all meetings in facility owned conference room Shasta and the ASML Café, which includes but not limited to competing JIRA tickets with necessary information, assigning to staff, overseeing set up, take down. Support CRE daily and month tracker for the team and stakeholders. Café head count daily usage Weekly Occupancy Report Certificate of insurance (COI) verifications for suppliersMaintain COI dashboard showing overall compliance and expirations of certificates Communicate with suppliers and request the renewals Receive, verify and validate renewed COI and maintaining a master and landlord files Purchasing and invoices Manage billing mail and reconcile to filesReview and organize incoming mail and reconcile invoices every month. Maintain and complete reports and logs. Maintain general office organization, processing credit card transactions, review reconciliation for missing receipts, order and distribute supplies requested by FM / EH&S team. Maintain accuracy of filing receipts Purchase for non AVL approved vendors Support and update export report tracker thru ConcurTo add receipt to the file Able to build monthly reports from the statements and add details and Task I Pull Direct Deposit BillingDownload Monthly Report for Direct Deposit expenses Maintain and file account information with proper labeling · Facility Furniture Repairs Create and maintain inventory supply lists for facilities management equipment and parts. Thru service tickets and site walk throughs- identify, locate, and manage to completion on the lifecycle of each workstation repair. Create and maintain signage for all equipment/furniture that is not satisfied. Create a list of furniture that is need of a deep clean and coordinate with janitorial staff to get them addressed timely. Review and update all bulletin boards in each print station. Required Skills / Qualifications: High School Diploma or GED Minimum two years of experience project management, reading and interpreting service quotes, architectural drawings & diagrams. Preferred Skills / Qualifications: Project management and/or Construction Industry certifications desired High school diploma or equivalent required. Bachelors Degree preferred. Excellent organizational and problem solving skills with the ability to prioritize multiple and diverse tasks. Possesses an ability to manage multiple changing priorities. Must be able to take direction and work effectively both alone and collaboratively with others. Demonstrated ability to independently seek out and obtain information. Demonstrated ability to exercise good judgment and use discretion in confidential situations. Excellent written and verbal communication skills required. Extensive MS Office Suite experience (Specially MS PowerPoint & Excel) Job Type: Contract Pay: $35.00 - $40.00 per hour Schedule: 8 hour shift Monday to Friday Ability to commute/relocate: San Jose, CA 95131: Reliably commute or planning to relocate before starting work (Required) Experience: Program Support Administrator: 2 years (Preferred) Project management: 2 years (Preferred) Work Location: In person