Job Description

Administrator
Job Title: Facilities Administrator
Department: Facilities Management
Reports To: Facilities Manager
Job Purpose:
To provide comprehensive administrative and coordination support to the Facilities Management team, ensuring smooth office operations, accurate record-keeping, and efficient communication flows.
Key Responsibilities:

• Handle general office administration: correspondence, filing, scheduling meetings, and managing office supplies.
• Process purchase orders, invoices, and assist with budget tracking and financial administration.
• Maintain accurate and up-to-date records for contracts, vendor information, certificates of insurance, and staff training.
• Support the Help Desk/CAFM Operator with data entry and generating routine reports (e.g., PPM completion, help desk metrics).
• Act as a central communication point, answering phone calls and directing inquiries to the appropriate team member.
• Assist in the preparation of monthly management reports and client presentations.
• Coordinate logistics for team events, training sessions, and visitor management.

Qualifications & Experience:

• High school diploma required; Associate's or Bachelor's degree in Business Administration preferred.
• Minimum of 3 years of experience in an administrative role, ideally within a technical or service-oriented environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational, communication, and time-management skills.
• High attention to detail and accuracy.

Skills Required