Facilities Administrator

• Track facilities service requests and ensure timely, quality completion
• Manage building spaces including meeting rooms, storage areas, and security access
• Maintain seating charts and support onboarding/offboarding logistics
• Coordinate furniture repairs and general office maintenance
• Manage office and contractor supplies when standard ordering access is unavailable

• Schedule and coordinate vendors for on-site locations
• Manage vendor invoicing and payment coordination with Accounts Payable
• Set up new vendors and oversee ongoing maintenance vendors
• Liaise with property management and landlords for building needs
• Oversee cleaning services, including day porters and supplies
• Support security vendors, guards, and related supplies

• Ensure safety procedures are followed and equipment is available and maintained
• Coordinate fire drills and evacuation drills with local fire departments and property managers
• Manage safety training and site visits
• Track incident reports in coordination with Risk and Insurance
• Manage HR compliance posters across all locations
• Submit PPE vouchers (boots, vests, hard hats) for construction employees

• Prepare expense reports (Concur)

• Month-end reporting
• Capital expense (CAPEX) reviews
• Asset tracking by location
• Monthly rent payments
• Support project documentation and reporting

• Assist with project management for office moves and build-outs
• Coordinate schedules, calendars, and communications across departments
• Support international travel arrangements and assist employees with travel tools
• Train and support teammates and leaders without corporate credit cards

Requirements:

• Highly organized with strong attention to detail
• Ability to manage multiple tasks simultaneously
• Flexible, adaptable, and proactive with a -can-do- attitude
• Comfortable working independently with minimal supervision
• Exercises sound judgment and discretion with confidential information