Senior Administrator

Overview

Thompson Facilities Services is seeking a highly organized and detail-oriented Senior Facilities Administrator to support the daily operations of facilities management services on a university campus. This position serves as a key administrative resource for campus facilities leadership, coordinating work orders, managing vendor and contract documentation, maintaining compliance records, supporting budgeting activities, and ensuring efficient communication between facilities teams, university stakeholders, and service providers.

The ideal candidate will possess strong administrative, organizational, and customer service skills, along with experience supporting facilities, maintenance, construction, or property management operations.

• Provide administrative support to facilities management leadership and operational teams.
• Coordinate and track maintenance work orders through computerized maintenance management systems (CMMS).
• Maintain accurate records for preventative maintenance programs, inspections, compliance documentation, and asset inventories.
• Prepare reports, presentations, and correspondence related to facilities operations.
• Assist with budget tracking, invoice processing, purchase orders, and expense reconciliation.
• Coordinate vendor onboarding, service agreements, certificates of insurance, and contract documentation.
• Schedule meetings, training sessions, inspections, and campus facilities projects.
• Monitor service requests and ensure timely communication with campus departments and stakeholders.
• Support emergency preparedness planning and maintain related documentation.
• Assist with facility audits, safety inspections, and regulatory compliance initiatives.
• Maintain confidential records and information in accordance with university and company policies.
• Generate operational metrics and performance reports for leadership review.
• Serve as a liaison between facilities staff, university administration, vendors, and contractors.

• Associate degree in Business Administration, Facilities Management, Public Administration, or a related field; equivalent experience may be considered.
• Minimum of 5 years of administrative experience, preferably supporting facilities management, maintenance operations, construction, or property management.
• Proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experience working with CMMS, work order management systems, or similar operational software.
• Strong organizational, analytical, and problem‑solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast‑paced environment.
• Strong customer service orientation and professionalism.

• Bachelor's degree in Business Administration, Facilities Management, or related field.
• Experience supporting facilities operations within higher education.
• Knowledge of facilities maintenance terminology, regulatory compliance requirements, and contract administration.
• Experience with budgeting, procurement, and vendor management processes.

• Ability to remain seated for extended periods while performing administrative duties.
• Ability to use a computer, telephone, and other standard office equipment for prolonged periods.
• Ability to occasionally stand, walk, bend, reach, and navigate facilities across campus.
• Ability to lift and carry up to 20 pounds occasionally.
• Ability to travel throughout campus buildings and outdoor areas as needed.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

• Health/Dental/Vision
• Paid Time Off
• 401(k), matched up to 4%
• Short and Long Term Disability
• Tuition Reimbursement
• Employee Referral Program
• Pet Insurance
• Discounts:
  Hotels, Travel, Tickets, Restaurants
• Employees and their relatives are eligible for a discounted meal plan at any of our HBCU client locations while they are attending school.

We are an equal opportunity employer and value diversity. All employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status under applicable federal, state, or local laws.