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
Numbers & Facts
Location
Columbus, GA
Salary
$40,000–$45,000 Per Year
Skills
Administrative Skillsunmatched
Billingunmatched
Communication Skillsunmatched
Detail Orientedunmatched
Documentationunmatched
Equipment Maintenance/Repairunmatched
Establish Prioritiesunmatched
Expense Trackingunmatched
Facilities Managementunmatched
Fire Safetyunmatched
High School Diplomaunmatched
Insurance Documentationunmatched
Maintain Complianceunmatched
Maintenance Servicesunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft Wordunmatched
Multitaskingunmatched
On Site Supportunmatched
Onboardingunmatched
Operational Supportunmatched
Operationsunmatched
Organizational Skillsunmatched
People Managementunmatched
Physical Demandsunmatched
Presentation/Verbal Skillsunmatched
Preventative Maintenanceunmatched
Purchase Ordersunmatched
Record Keepingunmatched
Regulatory Requirementsunmatched
Reporting Skillsunmatched
Safety Complianceunmatched
Safety/Work Safetyunmatched
Spreadsheetsunmatched
Team Playerunmatched
Telephone Skillsunmatched
Time Managementunmatched
Vendor/Supplier Managementunmatched
Vendor/Supplier Planningunmatched
Willing to Travelunmatched
Writing Skillsunmatched
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