Department Specialist III

General Atomics (GA), and its affiliated companies, is one of the world’s leading resources for high-technology systems development ranging from the nuclear fuel cycle to remotely piloted aircraft, airborne sensors, and advanced electric, electronic, wireless and laser technologies.

The Vendor and Support Services Specialist coordinates vendor services, support services work orders, customer requests, and department administrative activities. This position serves as a primary point of contact for vendors, technicians, drivers, and internal customers; tracks requests through resolution; supports invoice verification and processing; and maintains timely, accurate operational records.  Provides backup administrative support to the department Administrative Assistant.

DUTIES AND RESPONSIBILITIES:

Vendor and Work Order Coordination

• Serve as a primary point of contact for vendors, drivers, technicians, and internal customers regarding support services and work orders.
• Receive, create, update, and track support services work orders from initial request through completion.
• Submit service orders and related documentation in accordance with established procedures.
• Coordinate vendor deliveries, services, site access, and scheduling requirements.
• Submit badge and access requests for vendors, technicians, drivers, and other authorized personnel in accordance with established access-control procedures.
• Track badge and access requests and coordinate follow-up to support timely approval and site access.
• Conduct field audits to verify service completion, work quality, site conditions, and compliance with established requirements.
• Document field-audit findings and coordinate corrective actions or follow-up activities as needed.
• Communicate work-order status, schedules, delays, and resolutions to customers and stakeholders.
• Meet with customers to understand service needs and coordinate appropriate follow-through.
• Reconcile vendor invoices against work orders, purchase orders, service documentation, and applicable agreements.
• Review invoice accuracy and route invoices for approval.
• Schedule and participate in vendor meetings; document action items and monitor follow-up.
• Maintain accurate records of vendor activity, field audits, badge and access requests, service requests, work orders, and invoice status.

Facilities Call Center Support

• Answer incoming facilities related calls and provide professional, timely customer service.
• Triage requests by identifying issues, location, urgency, and required response.
• Route requests to the appropriate department, vendor, or support team.
• Escalate urgent, unresolved, or recurring issues in accordance with established procedures.
• Create, update, and process work orders in the applicable service-management system.
• Monitor open requests and provide customers with status updates or requests for additional information.
• Maintain complete and accurate records of customer interactions and request activity.

Department Administrative Support

• Provide administrative backup for the department as needed.
• Schedule and coordinate meetings, including preparing calendars, invitations, and meeting logistics.
• Plan and coordinate department events and activities.
• Prepare and submit mileage and expense reports.
• Order catering and coordinate related arrangements.
• Maintain department calendars and assist with calendar management.
• Prepare correspondence, reports, records, and other administrative materials as assigned.

We recognize and appreciate the value and contributions of individuals with diverse backgrounds and experiences and welcome all qualified individuals to apply.

 

• Typically requires a high school diploma or equivalent and four or more years experience in a field related to the specialized functional area or unit where assigned.
• Experience supporting facilities, maintenance, construction, property management, or operations organization.
• Experience processing work orders, purchase orders, invoices, or service requests.
• Experience using enterprise resource planning, facilities management, help desk, or customer request systems.
• Experience coordinating vendors and service providers.
• Familiarity with expense reporting and calendar management systems.