Facilities Administrator

Facilities Administrator

The Facilities Administrator supports the facilities management team in delivering high-quality service to retail clients by coordinating work orders, managing vendor interactions, and ensuring contract and SLA compliance. This temporary role is expected to run through the end of the year, with potential for long-term opportunities. The position offers hands-on experience in facilities operations, vendor management, and invoice auditing within a fast-paced, customer-focused environment.

• Assist the facilities manager in addressing client inquiries and concerns, ensuring timely, professional, and high-quality issue resolution.
• Follow up with contractors to ensure timely execution and closeout of work orders, in alignment with directions from the facilities manager.
• Use manager-provided reports to identify and escalate open work orders that are at risk of falling outside customer service level agreements, including metrics such as technician-to-site compliance, budget adherence, IVR usage, and process compliance.
• Follow up on completed work orders with contractors to secure timely delivery of invoices and supporting documentation required for contract compliance.
• Audit final contractor invoices against manager and client approval criteria to confirm alignment with contracted rates, markups, and client contract requirements.
• Assist the manager in monitoring and assessing contractor performance, escalating concerns and contributing to continuous improvement efforts.
• Utilize technology platforms and work order management tools to accurately document facilities management activities, status updates, and contractor communications.
• Perform data entry and administrative tasks related to work orders, dispatching, and order processing in a high-volume environment.
• Support high-volume call handling by communicating with contractors, vendors, and retail stakeholders in a customer service-oriented manner.
• Apply basic mathematical calculations to review invoices, budgets, and reporting data for accuracy and compliance.
• Prioritize multiple tasks, manage deadlines, and maintain organized records to support efficient facilities operations.
• Work collaboratively with the facilities team while also demonstrating the ability to work independently and take initiative in resolving issues.
• Contribute to a positive, accountable, and customer-focused team culture that emphasizes service quality and continuous improvement.

• At least 1 year of customer service experience in a high-volume, fast-paced environment.
• High School Diploma or GED.
• Ability to type a minimum of 35 words per minute.
• Strong customer service orientation with excellent verbal and written communication skills.
• Ability to prioritize multiple tasks and meet deadlines in a dynamic setting.
• Excellent organizational skills and strong attention to detail.
• Ability to work independently, take initiative, and follow through on assignments.
• Basic proficiency with Microsoft Office and technology platforms.
• Comfort with performing basic mathematical calculations for invoice review and reporting.
• Dependable work style with strong accountability and follow-through.
• Ability to handle high-volume calls and coordinate dispatch activities.
• General administrative support skills, including data entry and order processing.

• Some college coursework or a degree is preferred.
• Experience in facilities management, property management, maintenance coordination, dispatching, vendor management, or administrative support.
• Familiarity with work order management systems and technology platforms used in facilities operations.
• Basic understanding of building systems, including HVAC, electrical, and plumbing.
• Experience reviewing invoices, service contracts, or vendor documentation.
• Exposure to retail environments or retail customer service.
• Knowledge of facilities maintenance processes and terminology.
• Ability to collaborate effectively within a team that values accountability, customer service, and continuous improvement.
• Interest in developing skills in SLA tracking, vendor performance management, and contract compliance.

This role operates in a hybrid work environment, combining in-office and remote work. The schedule is in-office Monday through Thursday, with work-from-home on Fridays, offering both collaboration with the facilities team and flexibility. The position supports retail-focused facilities operations, involving high-volume…