The Facilities Administrator Assistant supports the daily operations and administrative functions of the Facilities Department. This role helps ensure that buildings, equipment, and services are maintained efficiently and that vendors, employees, and management receive timely support. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fastpaced environment. This role requires up to 20% travel to support multiple facilities or locations as needed.
Key Responsibilities
Administrative Support
- Provide administrative assistance to the Facilities Manager and team.
- Maintain accurate records related to maintenance requests, work orders, inspections, and warranties.
- Prepare reports, spreadsheets, and documentation related to facilities operations.
- Answer phones, respond to emails, and route facilities-related inquiries.
Facilities Operations
- Coordinate and track preventative maintenance schedules and repairs.
- Assist with space planning, room setups, and office moves.
- Monitor inventory of supplies, equipment, and maintenance materials.
- Submit purchase orders and track invoices and expenses.
- Perform onsite support activities at various facilities as required.
Vendor & Contractor Coordination
- Assist with scheduling vendors and service providers.
- Track service agreements, contracts, and insurance certificates.
- Follow up on service completion and document outcomes.
- Conduct site visits when necessary to support vendor coordination.
Compliance & Safety Support
- Help maintain compliance records for safety inspections, fire drills, and regulatory requirements.
- Assist with incident reporting and followup documentation.
- Support workplace safety initiatives and facilities audits.
General Office Support
- Support special facilities projects as needed.
- Assist with onboarding and offboarding tasks related to workspace setup.
- Perform other duties as assigned.
Required Qualifications
- High school diploma or GED (Associate or Bachelor’s degree preferred)
- 1–3 years of administrative experience
- 1–3 years of facilitiesrelated experience
- Proficiency in Microsoft Office (Outlook, Excel, Word)
- Strong organizational and timemanagement skills
- Excellent written and verbal communication skills
- Ability to travel up to 20% of the time, including day trips to other facilities
Preferred Skills & Competencies
- Experience with maintenance or work order systems
- Familiarity with vendor management and invoicing
- Ability to prioritize tasks and meet deadlines
- Attention to detail and problemsolving skills
- Discretion when handling confidential information
- Ability to work independently and as part of a team
Physical Requirements
- Ability to sit, stand, and walk for extended periods
- Occasional lifting of office supplies or light equipment (up to 25 lbs)
- Ability to travel to and move within multiple facilities