Facilities Administrator

Facilities Administrator

The Facilities Administrator supports the facilities management team in delivering high-quality service to retail clients by coordinating work orders, assisting with vendor management, and ensuring compliance with service level agreements and contract requirements. This temporary role, with potential for long-term opportunities, offers hands-on experience in facilities operations, invoice auditing, and performance tracking within a fast-paced, high-volume environment.

Responsibilities:

• Assist the facilities management team in addressing client inquiries and concerns, ensuring timely, professional, and accurate responses.
• Support timely and high-quality resolution of facilities issues by coordinating with contractors and internal stakeholders.
• Follow up with contractors to ensure prompt execution and closeout of work orders as directed by the manager.
• Use manager-provided reports to identify open work orders that are at risk of missing service level agreements, including timelines, budget, IVR usage, and process compliance.
• Escalate work orders that fall outside of customer service level agreements to the manager or appropriate stakeholders for resolution.
• Follow up with contractors on completed work orders to ensure timely submission of invoices and backup documentation required under client contracts.
• Audit final contractor invoice pricing against manager and client approval criteria to confirm compliance with contracted rates, markups, and client contract terms.
• Assist the manager in monitoring and assessing contractor performance, including responsiveness, quality of work, and adherence to service standards.
• Utilize technology platforms and work order management systems to document facilities management activities accurately and consistently.
• Perform data entry related to work orders, invoices, and contractor documentation, ensuring accuracy and completeness.
• Handle high-volume calls and dispatch requests to appropriate contractors or internal teams, maintaining a strong customer service focus.
• Support order processing and administrative tasks related to facilities maintenance, including HVAC, electrical, plumbing, and general facility needs.
• Prioritize multiple tasks and deadlines in a fast-paced environment while maintaining strong organization and attention to detail.
• Collaborate with team members to continuously improve processes, service delivery, and vendor performance.
• Demonstrate dependable follow-through on assigned tasks and responsibilities to ensure seamless facilities operations.

Essential

Skills:

• At least 1+ year of customer service experience in a high-volume, fast-paced environment.
• High School Diploma or GED.
• Ability to type at least 35+ words per minute.
• Strong customer service and communication skills, both written and verbal.
• Ability to prioritize multiple tasks and meet deadlines consistently.
• Excellent organizational skills and strong attention to detail.
• Ability to work independently and take initiative with minimal supervision.
• Basic proficiency with Microsoft Office applications and technology platforms.
• Comfort with performing basic mathematical calculations for invoice review and reporting.
• Dependable work habits with strong follow-through and accountability.
• Customer service orientation and professionalism when interacting with clients, contractors, and colleagues.
• Experience handling high-volume calls and performing administrative support tasks.

Additional Skills &

Qualifications:

• Some college coursework or a degree.
• Experience in facilities management, property management, maintenance coordination, dispatching, vendor management, or administrative support.
• Familiarity with work order management systems and related technology platforms.
• Basic understanding of building systems, including HVAC, electrical, and plumbing.
• Experience reviewing invoices, service contracts, or vendor documentation.
• Experience in retail or retail customer service environments.
• Experience with facilities maintenance coordination, including dispatch and order processing.
• Comfort working in a call center or similar high-volume communication environment.

Work Environment:

This role operates in a hybrid work environment with an in-office schedule from Monday through Thursday and work-from-home on Fridays. The position supports a facilities management team focused on retail clients and involves frequent interaction with contractors, vendors, and internal stakeholders. The work setting is fast-paced and high volume, requiring…