Position Overview:
The Facilities Service Administrator serves as a centralized operational support role for Facilities Department and MBM Administrative Operations. This position is responsible for vendor communication, inspections, telecommunications, compliance tracking, portfolio support, and administrative operations across the organization. This role acts as a key liaison between vendors, property teams regional leadership, facilities, and corporate departments to ensure maintenance operations, inspections, service requests, and compliance requirements are completed accurately, efficiently, and proactively. The Facilities Service Administrator also assists with incoming corporate calls, routes communications appropriately, logs calls and requests within the system and supports the overall functionality and organization of the MBM office environment.
Key Responsibilities (Essential Duties and Functions):
This list of duties and responsibilities is not all-inclusive and may expand to include other duties and responsibilities based on business needs.
Facilities Operations & Administrative Support:
- Monitor and assist with Facilities ticketing systems, shared inboxes, service requests, escalations, and operational follow-up.
- Coordinate with vendors, property teams, regional leaders, and corporate departments to ensure maintenance requests, inspections, operational issues, and compliance items are resolved timely and efficiently.
- Serve as a liaison between corporate departments, sites, vendors, and Facilities leadership.
- Assist with organizing, maintaining, and distributing inspection reports, compliance documentation, vendor records, contracts, and operational files.
- Support portfolio coordination during property onboarding, offboarding, transitions, and operational changes.
- Maintain operational organization, communication, and follow-through within the facilities department, which include processes, vendor coordination, and portfolio initiatives.
Third-Party Service Management & Contract Coordination:
- Coordinate utility, telecommunications, elevator, NSPIRE inspection, and other third-party service processes across the portfolio.
- Manage the addition, modification, and removal of telecommunications, elevator, and vendor service accounts.
- Work directly with vendors (Auditmate, Conservice, Watchtower), property teams, and the facilities department leadership to ensure seamless service coordination, compliance, and minimal operational disruption.
- Utilize vendor platforms and reporting tools to monitor service activity, billing, inspections, compliance, and escalations.
- Resolve vendor issues, service concerns, billing discrepancies, and coordinate approvals, requests, and account updates.
- Coordinate with Watchtower and site teams regarding security camera systems, access, service needs, and footage requests for the Risk department as needed.
- Maintain organized records of vendor services, contracts, inspections, deficiencies, corrective actions, security documentation, and supporting records
NSPIRE Site Compliance:
- Monitor the NSPIRE (HUD) system for inspection notices, updates, deadlines, and compliance requirements.
- Ensure sites have appropriate NSPIRE and related system access as needed.
- Track inspection schedules, deficiencies, mitigation progress, and corrective action items across the portfolio.
- Coordinate with site teams, vendors, facilities, and regional leaders to ensure timely completion of required corrective actions.
- Maintain organized inspection reports, compliance records, and supporting documentation.
Corporate Call & Office Support:
- Assist with incoming corporate calls, call routing, and communication logging within Kissflow.
- Provide operational and administrative support to MBM teams as needed.
- Assist with office organization, mail distribution, kitchen duties, supply coordination, and shared office responsibilities.
- Support a collaborative team environment focused on exceptional service to MBM employees, vendors, and property teams.
- Participate in cross-functional administrative support and special projects as assigned.
Education & Experience:
- High school diploma or GED, associate's degree in related field preferred
- Demonstrated computer proficiency
- Excellent organizational and time management skills.
- Strong communication and interpersonal skills.
- Ability to manage multiple operational priorities simultaneously.
Work Environment/Physical Demands:
- This job operates in a clerical office setting. This role routinely utilizes standard office equipment such as computers, phone, photocopiers/printers, and filing cabinets.
- This position requires sitting, bending, stooping, or standing as necessary. Our offices are equipped with electronic desks for standing or sitting.
McCormack Baron is an equal-opportunity employer and makes hiring decisions based on merit.