Facilities & Safety Administrator II

Facilities & Safety Administrator II

The Facilities & Safety Administrator II provides day-to-day operational and administrative support for company facilities across multiple office locations. The role assists with facilities purchasing and invoice processing, systems data entry and maintenance, safety program participation, access control administration, and space coordination. The position supports the Safety Committee and handles routine facilities and vendor-related tasks within established guidelines, referring complex or unusual matters to the supervisor.

The position also provides backup support to the Mechanical Maintenance position as required.

• Process purchase order requisitions for facilities, maintenance, and capital-related expenditures in accordance with company procurement policies
• Reconcile facilities-related invoices with Accounts Payable, resolve discrepancies, and support accurate financial reporting
• Support and maintain facilities-related systems (e.g., computerized maintenance management, visitor management, access control, life-safety, space planning, and notification platforms), assisting with data entry, system upkeep, reporting, and user access updates
• Participate as a member of the Safety Committee, assisting with meeting preparation, documentation, and follow-up on corrective measures
• Support physical security and access control systems, including programming employee s, updating access levels, and assisting with periodic audits
• Assist with office reconfigurations, furniture moves, and space changes, coordinating with internal stakeholders and external service providers as directed
• Provide facilities support for additional office locations including site visits, office decommissioning, and serving as facilities point of contact
• Assist with vendor coordination within established parameters, support administration of existing service contracts, and track vendor performance, escalating matters as appropriate
• Provide backup support for the Mechanical Maintenance functions, including assistance with preventive maintenance scheduling and vendor coordination
• Serve as a point of contact for facilities service requests, addressing routine issues within established guidelines and escalating complex or high-impact matters as appropriate
• Maintain facilities documentation, system records, safety logs, vendor files, and site condition reports
• Support compliance with applicable safety regulations, building requirements, and internal policies

• Associate's degree or equivalent work experience in facilities management, building operations, or a related field
• Experience in facilities administration, procurement coordination, or operations support
• Experience administering facilities platforms such as CMMS, visitor management, access control, CCTV, or mass notification systems
• Working knowledge of facilities systems, access control platforms, and vendor coordination
• Experience supporting or participating in workplace safety programs or committees
• Strong organizational skills, attention to detail, and ability to manage multiple priorities
• Effective communication skills and ability to work cross-functionally

• Bachelor's degree in Facilities Management, Business Administration, Operations, or a related field
• Experience supporting facilities operations in a multi-site corporate environment
• Familiarity with access control, CCTV, visitor management, and mass notification systems
• Experience administering systems such as Wisp, Alertus, Envoy, or Speco Technologies
• Prior experience chairing or supporting a workplace safety committee
• Basic understanding of OSHA, NFPA, or workplace safety standards
• Experience coordinating office moves, space reconfigurations, or site decommissioning activities
• Exposure to vendor contract coordination and service provider management
• Proficiency with ERP or procurement systems for purchase orders and invoice reconciliation
• Facilities Management or Safety-related certifications such as FMP, IFMA SFP, or OSHA 10/30

This role is primarily office-based, with regular interaction in occupied workplace settings. The Facilities & Safety Administrator II will periodically work in facilities areas such as mechanical rooms, electrical rooms, loading docks, rooftops, and storage areas as part of routine responsibilities. Occasional exposure to noise, dust, or temperature variations typical of office and light industrial environments should be expected.

Periodic travel of up to 5% may be required to support company office locations. The role may also require occasional work outside of normal business hours to support facilities, safety, or security needs.

Physical Requirements

The following physical requirements are expected of this role, with or without reasonable accommodation:

• Remain in a stationary position for extended periods while performing administrative tasks
• Move throughout office and facilities areas to…