Field Administrator

The Jacksonville Aviation Authority welcomes internal and external applications for the role of Field Administrator through midnight on Sunday, May 11, 2025.

This is intermediate level professional administrative work in managing, coordinating, and monitoring projects and administration activities in within the Field Maintenance and Motor Pool Department. The work requires knowledge of motor pool operations and administrative principles, methods, practices, and procedures which is gained through a combination of training and substantial on-the-job experience. Contacts with others require skills in understanding people, courtesy, tact, effectiveness in dealing with others and skill in managing vendor relationships. Operates personal computers and other standard office equipment. The work is subject to operating plans of the department, department objectives and functional policies, and is reviewed in terms of feasibility and effectiveness in meeting expected results.

• Assists the Facilities Manager with the administration of the department staff.
• Performs high level administrative support including typing correspondence, maintaining records, submitting reports, and coordinating briefing materials for the department.
• Prepares and reconciles monthly department reports.
• Processes all paperwork associated with transactions that are specific to the department.
• Prepares work orders and requisition requests via Oracle.
• Manages the Computerized Maintenance Management System (CMMS).
• Establishes, maintains, and ensures consistent application of CMMS procedures.
• Provides oversight and direction to Facilities to ensure workflow processes are optimized.
• Provides direct, work order control support through work order creation, coordination, scheduling, progress updates, and discrepancy resolution. 
• Trains CMMS users: orients new users and updates experienced users on system changes.
• Implements and maintains a comprehensive preventative maintenance program.
• Initiates, maintains, tracks, and supports all maintenance related work performed in the department when required.
• Capable of inputting data for all airport assets and complete additional administrative actions for work orders submitted within the system.
• Produces, analyzes, and distributes work order, performance, cost, and trend reports as required.
• Reconciles and audits the CMMS system monthly.
• Dispatches facilities personnel via radio or telephone to address emergency situations (e.g. loss of power, flooding in our building, etc.).
• Develops an understanding of tenant lease agreements and facilities procurement contracts.
• Prepares written correspondence and answers inquiries from the tenants when required.
• Works to solve tenant/customer maintenance-related problems.
• Communicates with outside vendors and provides follow-up on service and parts.
• Receives and processes invoices for vendor payments as required.
• Tracks and records department expenditures and maintains budget paperwork.
• Assists with the preparation and planning of future department budgets.
• Prepares specifications for bids and purchases required for facilities projects.
• Complies and maintains historical data and warranties related to airport capital assets, equipment, and maintenance activities.
• Responsible for data entry in the Fuel System Management System, to include reconciliation of fuel received, providing reports, and maintaining electronic records.
• Daily collaboration with Procurement and Finance, and other departments as needed.
• Orders supplies for Facilities Department and projects as required.
• May have an on-call schedule, acts as a duty officer on a rotational basis, and performs other duties as required.

Knowledge, Skills & Abilities

• Knowledge of administrative and clerical procedures
• Knowledge of principles and processes for providing outstanding customer service.
• Excellent oral and written communication skills.
• Excellent interpersonal skills with customer service orientation.
• Detail-oriented.
• Ability to interact professionally with diverse personalities at all levels of the organization.
• Proficiency in MS Office (Word, Excel, Power Point).
• Exceptional time management and organizational skills.
• Ability to grasp technical and mechanical details with technicians/mechanics.
• Ability to read and understand complex reports, line diagrams, and drawings.
• Flexible and adaptable team player.
• Ability to multi-task and handle multiple priorities simultaneously.
• Ability to handle confidential and sensitive issues with tact and diplomacy.
• Knowledge and understanding of organizational functions and systems of influence.
• Ability to work independently and exercise sound judgement with little or no supervision.

Required Education & Experience

• Certification or Associate level degree in Business Administration or Office Management and
• Four (4) years of experience providing administrative support or related experience in motor pool operations

Preferred Education & Experience

• Bachelor’s degree in Business Administration or Office Management
• Experience using Oracle software or any Work Order System software
• Knowledge or Experience of equipment repairs shop methods, and procedures used in maintenance/repair of vehicles and fleet equipment.
• ASE certification in parts or automotive repair

Licenses & Certifications

• Must be able to obtain and maintain a Security Identification Display Area (SIDA) badge
• Must possess and maintain a valid Florida Class E driver's license

Physical Demands

The physical demands consist of moving from one work location to another, sitting or standing at a workstation for extended periods of time and may involve lifting objects weighing up to 50 pounds. Must be able to perform the physical requirements of the position with or without reasonable accommodation.