Office Support Specialist

As a full-service Systems Integrator and Original Equipment Manufacturer (OEM), (Ranked #1 System Integrator focused on Water/Wastewater and #12 overall on the Global System Integrator Giants List 2023). We design, engineer, manufacture, program, and integrate electrical, power, and process control systems for water/wastewater, transportation, power, and renewable energy facilities. We help clients optimize operations, increase overall efficiency, and reduce operating costs. We employ experts in every control discipline. TESCOs unique ability to manufacture custom solutions and design and commission equipment, power and control systems provides clients with well-designed systems that work as intended.

Were seeking an Office Support Specialist ready to positively impact complex Electrical Control and Instrumentation projects in the Water/Wasterwater Industry. At Tesco Controls, Assistant Engineering Specialist will be key to coordination between the project team, and our Engineers. This person is expected to maintain exceptional working partnerships with Project Engineers and assist in the review and tracking of project activities, including change orders, submittals, tracking logs, and related project documents. Youll facilitate learning for yourself and others, drive , and direct the work of Project Engineers and Project Managers in partnership with the leadership team.

Job Summary:

Under moderate supervision provide support to the Engineering department by compiling and producing submittals and creating testing, training plans, operations and maintenance manuals through the full scope of the projects assigned. Perform daily office work to provide support to the office by performing a range of administrative, coordinating, scheduling, and assisting activities.

Tesco Controls is an Equal Employment Opportunity Employer. TESCO provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.(Compliant with the new VEVRAA and Section 503 rules)

Requirements:

Essential Functions:

• Responsible for preparing submittal packages, testing and training plans, operations and maintenance manuals, and start-up packages; bind, design, make hard copies and electronic files to be kept for company records in ERP system and sent to end users.
• Track and monitor hours related to submittal and O&M project completion and submit to department manager for estimates to complete (ETCs)
• Assist in the setup of Engineering deliverables for new projects in company ERP system using TESCO standard naming convention.
• Maintain moderately complex records; use coding and filing systems; retrieve and compile data.
• Work closely with internal departments to obtain missing information from submittal and O&M manuals
• Prepare submittal records in company ERP system and O&M manuals for storage and/or archiving.
• Enter, update and/or retrieve information for submittal and O&M manuals utilizing established automated ERP systems, pre-established process, and procedures
• Complete job assignments within schedule established by the Engineering Support Team Supervisor.
• Prepare submittals and O&M manuals for delivery
• Provide Engineering department with updates on submittals and O&M completion dates
• Maintain and update company ERP system records, as required
• Proof, edit, and distribute internal and external correspondences as requested by engineering staff
• Complete job assignments within schedule established by the Engineering Manager
• Provide assistance during project cycle with internal documentation and tasks
• Order, monitor, track, re-stock and organize office supplies as needed by the office
• Process incoming and outgoing shipments, process packing slip and invoices.
• Ability to operate a forklift to transport equipment within a warehouse after completion of certification and training.
• Load and unload equipment from trucks and other vehicles.
• Inspect and maintain forklift equipment to ensure safety and proper functionality.
• Maintain office certifications, compliance posting and maintenance records for OSHA, CPR, forklift certifications and manlift certifications
• Communicate with coworkers and Supervisors to coordinate equipment movement and storage.
• Maintain office company vehicle logs located in the Temecula office for vehicle check in and out
• Keep inventory records up to date to track equipment and supplies.
• Maintain office checkout binders
• Maintain and keep track of all Field Service vehicle registration, maintenance, and key management
• Manage inventory logs of Field Service equipment
• Manage vendor contracts for the building such as property management and cleaners
• Organize office events
• Support onboarding of new hires as needed
• Track security items ie. key fobs
• Perform all other duties as assigned

Skills and Knowledge:

• Knowledge of construction project document control procedures/tools and terminology such as change orders, Request for Information (RFIs) and submittals is a plus.
• Required to learn specialized terminology applicable to design engineering and project management.
• Must be diligent about completing assignments during periods of high work volume.
• High level of organizational skills required
• Ability to coordinate and prioritize multiple projects to meet customer deadline
• Knowledge of MS Office (Word, Excel, Outlook, Access), Adobe Acrobat, and PDF required
• Knowledge of office procedures, practices and equipment; scanning, typing, copying, and file conversions
• Need to be proficient in the use of Tescos documentation, scheduling and tracking tools which include: ERP system (proprietary) and SharePoint (proprietary)
• Superior written and verbal communication skills required
• Need to have excellent organizational skills
• Knowledge of commonly used concepts, practices and procedures of TESCO

Education and Experience:

• High School diploma or GED equivalent
• At least 2 years’ experience in a project or engineering administrative support staff position
• Familiarity with technical documentation including user manuals, test forms/procedures and training forms/procedures, is preferred

Training Requirements:

• Tesco Controls, general safety requirement training
• Forklift Operator Training

Physical Demands:

• Ability to lift or move office supplies up to 30lbs
• Regularly required to sit or stand, bend and reach

Work Environment:

• Work performed in an office environment
• May be required to visit production/ manufacturing area

Tesco Controls is an Equal Employment Opportunity Employer. TESCO provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information. (Compliant with the new VEVRAA and

Section 503 rules)