Associate Specialist - Project Management Office - Austin, Texas, United States - 31712 - Maximus

General information

Job Posting Title

Associate Specialist - Project Management Office

Date

Monday, August 4, 2025

City

Austin

State

Country

United States

Working time

Full-time

Description & Requirements

The Maximus Health TX Enrollment Broker project is now accepting applications for an Associate Specialist - Project Management Office opening. In this unique role you will be responsible for several key tasks that enable our onsite and remote workforce to continue our mission. A large part of your responsibilities will focus on managing the project's IT equipment inventory including onsite organization and equipment diagnostics, as well as going out into the field for recovery of computer assets, mileage reimbursement driving duties. You will also be responsible for some light facilities-related tasks such as stocking and organizing common areas as well as managing all mail-related tasks for our onsite location.

This is a full time, regular employment opportunity with an onsite working arrangement. Currently this team is scheduled to work onsite Monday, Wednesday, and Friday. Tuesday and Thursday is reserved for working in the field to recover company IT equipment.

Essential Duties and Responsibilities:

- Identify operational areas of need and develop mechanisms to meet those needs.

- Liaise with building management on all facilities, HVAC, plumbing, electrical, maintenance and parking related issues to ensure appropriate follow-up to employee requests.

- Assist with internal moves, office space adjustments, and new hire seating.

- Facilitate office build out projects.

- Ensure and oversee the appropriate response to all emergencies and crisis situations.

- Research issues, recommend preventative measures and participate in the development of changes.

- Responsible for equipment and material inventory and storage, to include furniture, technical equipment, and office supplies.

- Oversee the ordering and usage of administrative supplies. Work with supply vendors to ensure supplies are delivered timely.

- Ensure employee common areas, including copy rooms and break areas are fully stocked and organized.

*Please note- while listed above as Essential Duties and Responsibilities, this position does not include the following as primary responsibilities and might only apply in situations where you are asked to cover for another team member:

Identify operational areas of need and develop mechanisms to meet those needs
Liaise with building management on all facilities, HVAC, plumbing, electrical, maintenance and parking related issues to ensure appropriate follow-up to employee requests.
Facilitate office build out projects.
Ensure and oversee the appropriate response to all emergencies and crisis situations.

Essential Duties and Responsibilities

Retrieving IT computer equipment and materials from former Maximus employees.
Monitor and track the status of equipment returns from former employees in the designated repository.
Responsible for equipment and material inventory and storage, to include furniture, technical equipment, and office supplies.
Oversee the ordering and usage of administrative supplies. Work with supply vendors to ensure supplies are delivered timely.
Ensure employee common areas, including copy rooms and break areas are fully stocked and organized.

Additional Duties and Responsibilities:

Generate, print, and ship FedEx Equipment Demand letters
Open incoming Business Reply Mail from post office box and deliver to SSU – Austin facility
Process outgoing mail from SSU and place in lobby mailbox – Austin facility
Check Maximus mailbox for incoming mail – Austin facility
Scan incoming mail received and email to appropriate departments – Austin facility
Process outgoing and FedEx packages before 12:00 noon – Austin facility
Pickup UPS and FedEx packages from the front desk or table – Austin facility
Archive, track and log offsite documents at Iron Mountain Storage facility
Clean and recycle headsets to be recycled for CSR and other staff – Austin facility
Provide boxing materials (provided by Maximus) as necessary to former employees for boxing of equipment.
Process requests for QR bar codes for the return of equipment
Receive equipment returned onsite and document in appropriate data repository – Austin facility
Receive inventory, process and/or distribute incoming/outgoing shipments
Process returned equipment from remote users which involves, but is not limited to, unpacking boxes, breaking down boxes, scanning inventory into the system of record, executing diagnostics on the returned equipment, staging usable equipment back into surplus stock.
Maintain PC/accessory stock to established min/max levels on an ongoing basis.
Organize and maintain asset area, including inventory of all equipment and accessories (new equipment, intake, and surplus areas as defined).
Conduct quarterly audits to ensure accuracy of asset data and reporting.
Coordinate and load assets into asset tracking tool(s).
Drive to retrieve equipment 2 days a week on Tues and Thurs, between the hours of 8am-3pm
Wear Maximus-provided apparel when retrieving equipment on Tues and Thurs
Communicate with former employees to confirm availability of scheduled pickup
Maintain a pickup schedule in SharePoint
Maintain communication with direct supervisor during scheduled equipment pickups
Inform all necessary stakeholders of successful equipment returns.
Interact with all individuals professionally
Work onsite at the Austin facility Monday, Wednesday, and Friday
Order supplies such as boxes, wrap, tape and asset tags
Performs other duties as may be assigned by management

Minimum Requirements

- Bachelor's degree or equivalent experience.

- 0-2 years relevant professional experience.

Minimum Requirements

High school diploma, GED, or equivalent required.
1-2 years relevant professional experience.

Additional Requirements:

Ability to work with the following tools/software: Lansweeper, Outlook, Word, Excel, Coupa and Cherwell
Excellent driving record required.
Valid Texas driver’s license required.
Must have an up-to-date clean driving record.
Mileage reimbursement for driving duties.
Ability to navigate maps or utilize GPS and comprehend and follow instructions.
Ability to work outside in various climates and weather conditions, except for severe inclement weather.
Ability to exercise good judgment in working with former employees.
Must pass a criminal background check, drug screening and motor vehicle records check.
Good verbal communication and customer skills required.
Minimum of one year experience in commercial driving and/or delivery service line of work required.
Previous inventory tracking experience or previous experience in the IT field preferred.
Must be able to drive a vehicle for extended periods of time.
Must be able to travel by car throughout designated area with ease
Ability to lift 50 lbs. to load and unload equipment, climb stairs, and use hand truck dolly as necessary.
Must live in Austin, Texas or surrounding cities (within 30 miles of facility located at 3501 Ed Bluestein Blvd., Austin, Tx 78721
Provide courier services using own personal vehicle to retrieve company IT equipment from former employees and return Austin facility
Strict attention to detail
Work comfortably in a fast-paced, deadline-oriented work environment
Ability to successfully execute many complex tasks simultaneously.
Ability to work as a team member, as well as independently.
Must be able to work under pressure and meet deadlines, while maintaining a positive attitude.

EEO Statement

Maximus is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information and other legally protected characteristics.

Pay Transparency

Maximus compensation is based on various factors including but not limited to job location, a candidate's education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment. Annual salary is just one component of Maximus's total compensation package. Other rewards may include short- and long-term incentives as well as program-specific awards. Additionally, Maximus provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays and paid time off. Compensation ranges may differ based on contract value but will be commensurate with job duties and relevant work experience. An applicant's salary history will not be used in determining compensation. Maximus will comply with regulatory minimum wage rates and exempt salary thresholds in all instances.