Facilities Administrator

Facilities Administrator
We are seeking a detail-oriented and highly organized  Facilities Administrator  to join our growing Facilities team. This newly created role will act as a central point of coordination across Fortinet’s sites, supporting operational consistency, vendor engagement, service request management, and administrative reporting. The Facilities Administrator will be instrumental in standardizing internal processes and improving service delivery by ensuring real-time visibility across facilities data, workflows, and vendor performance metrics.

This role will work closely with Facilities Assistants, Planners, Building Operators, and regional Site Leads across Canada.

Key Responsibilities

Monitor and triage incoming service requests from employees via the facilities ticketing system.

Track issue resolution progress and escalate complex or overdue requests to the appropriate Facilities lead.

Maintain and improve ticketing workflows, templates, and FAQs to streamline support across locations.

Reporting & Data Management

Own the preparation of weekly and monthly Facilities reports, including open tickets, vendor performance, PM compliance, and service trends.

Consolidate data from multiple sites and generate dashboards or summaries for leadership.

Track space utilization and assist in preparing reports on departmental allocations and seating.

Vendor Administration

Maintain a master vendor tracker including contacts, service scopes, contract terms, and renewal timelines.

Coordinate vendor onboarding documentation and insurance requirements.

Collect service feedback and assist with vendor performance evaluations across sites.

Cross-Site Coordination

Serve as the central liaison for inter-office communication related to facilities programs, updates, and policies.

Support standardized documentation across all locations (e.g., SOPs, maintenance schedules, signage templates).

Assist regional Site Leads and Facilities Managers with documentation and coordination for audits, inspections, or compliance reviews.

Administrative Support

Assist with purchase order requests, invoice processing, and reconciliation with Finance.

Organize and archive maintenance logs, contracts, and facilities documentation.

Support new program rollouts (e.g., sustainability initiatives, wellness programs) by coordinating logistics and materials.

Qualifications

Required:

3+ years of experience in facilities administration, office coordination, or a related operations support role.

Professional-level fluency in English, both written and verbal.

Strong organizational and multitasking abilities with high attention to detail.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook); familiarity with database tools or ticketing platforms.

Excellent written and verbal communication skills.

Ability to work independently and prioritize across multiple concurrent requests.

Strong customer service orientation and collaborative mindset.

Preferred:

Experience with facilities ticketing systems.

Familiarity with vendor management, contract tracking, or procurement workflows.

Exposure to compliance documentation, audits, or ISO certifications.

Post-secondary education in Facilities Management, Business Administration, or a related field.

Compensation & Benefits
The Canada base salary range for this full-time position is expected to be between $47,500 - $58,100 annually. Wage ranges are based on various factors including the labour market, job type, and job level. Exact salary offers will be determined by factors such as the candidate’s subject knowledge, skill level, qualifications, and experience.

Fortinet strives to provide you and your family with a comprehensive benefits package. Benefits eligibility starts on your first day of hire and includes 100% company paid medical, dental, and vision coverage, a Health Spending Account and a Personal Spending Account, an Employee & Family Assistance Plan (EFAP), critical illness, disability, and life insurance, a Group Registered Retirement Savings Plan (RRSP) with a company match, competitive Paid Time Off, flexible leave policies, and paid health days.

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