The Facilities Administrative Coordinator will provide essential administrative and clerical support to the department by performing a wide range of office and operational tasks. Key responsibilities include managing procurement and inventory of spare parts to ensure optimal stock levels, and maintaining organized, digital documentation systems for efficient storage, retrieval, and compliance. This role is critical to ensuring smooth day-to-day operations and supporting the overall effectiveness of the facilities team.
Essential Functions:
Coordinate and manage the procurement of spare parts, tools, and supplies to support maintenance and operations, including identifying sourcing options, obtaining competitive quotes, creating purchase requisitions, tracking orders, and ensuring timely delivery. Collaborate with maintenance and engineering teams to forecast needs, minimize downtime, and maintain appropriate inventory levels. Establish and maintain relationships with vendors to negotiate pricing, service terms, and ensure quality standards are met.
Maintain and monitor spare parts inventory levels by conducting routine inventory checks, reconciling stock discrepancies, and updating inventory management systems to reflect real-time data. Ensure critical parts are adequately stocked to prevent equipment downtime and coordinate with suppliers for timely replenishment. Analyze usage trends to optimize stock levels, reduce excess inventory, and support preventive maintenance schedules. Assist in implementing inventory control procedures to enhance accuracy, traceability, and cost-efficiency.
Organize, digitize, and maintain departmental documentation by developing structured filing systems for easy retrieval and long-term storage of records such as maintenance logs, inspection reports, equipment manuals, safety audits, and compliance forms. Convert physical documents into digital formats using scanning tools and document management software while ensuring accuracy and data integrity. Regularly review and update files to maintain regulatory compliance, support internal audits, and improve overall documentation efficiency.
Maintain department Standard Operating Procedures (SOPs) by ensuring all documents are current, clearly written, and aligned with regulatory and organizational standards. Assist in drafting, reviewing, and revising SOPs in collaboration with relevant stakeholders. Manage version control, track updates, and ensure proper distribution and accessibility of approved SOPs to all team members. Support training initiatives by making sure staff are informed of changes and have acknowledged receipt of updated procedures
Assisting with budget tracking and expense reconciliation for facilities-related purchases & maintain department expense records.
Assist in the validation and qualification of facilities and equipment by supporting documentation efforts, coordinating testing schedules, and ensuring compliance with regulatory and internal quality standards.
Additional Responsibilities:
Secondary person to escort vendors that are working on-site