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About the Role

The Facilities Department Administrative Coordinator provides essential administrative and operational support to the Facilities team, acting as a key liaison between tenants, vendors, and internal staff. This role is crucial for managing maintenance requests, coordinating vendor access, processing invoices, and ensuring the timely resolution of facilities-related issues.

Responsibilities

• Create, enter, and track work orders in the company work order management system.
• Dispatch the appropriate Facilities team member or outside vendor based on the nature and urgency of the request.
• Communicate and serve as a liaison between tenants, contractors, and the Facilities team regarding work orders, projects, and site access.
• Follow up on open work orders to ensure timely completion and communicate status updates.
• Monitor planned maintenance schedules for warehouse assets and track recurring service needs.
• Assist the team with facility documentation, including policies, processes, and project scopes.
• Track outstanding invoices related to facilities work and lead the resolution of billing issues.
• Review vendor invoices and utility bills for accuracy and investigate unusual consumption patterns.
• Collaborate with Accounting and Facilities teams to review lease abstracts and assign tenant rebills.
• Reference lease information to confirm tenant responsibilities and billing obligations.
• Answer incoming phone calls and emails from tenants and warehouse locations regarding maintenance and facilities issues.
• Prepare meeting agendas and record meeting minutes.
• Perform general administrative duties including filing, document organization, data entry, and spreadsheet creation.
• Support other administrative and departmental tasks as assigned.
• Participate in a weekly on-call rotation to address after-hours emergencies.

Requirements

• 3-5 years of previous office or administrative experience.
• Strong verbal and written communication skills with the ability to interact professionally with tenants, vendors, contractors, and internal staff.
• Strong organizational skills and the ability to manage multiple tasks, projects, and deadlines simultaneously.
• Ability to multitask, problem-solve, and follow through on open issues with minimal supervision.
• Comfortable working with spreadsheets, filing systems, and office documentation.
• Proficiency with standard office software and data entry systems.
• Strong attention to detail and accuracy.
• Experience with CMMS (preferred).
• Experience reviewing invoices, tracking billing, or supporting accounts payable processes (preferred).
• Ability to read and interpret lease language related to tenant responsibilities (preferred).

Skills

• Work order management
• Vendor dispatch
• Tenant communication
• Invoice processing
• Billing support
• Lease interpretation
• Administrative support
• Data entry
• Spreadsheet creation
• Document organization
• Meeting minutes
• CMMS (preferred)

Location

• In-office

Work Type

• Full-time
• In-office

Experience Level

• 3-5 years

About the Company

• Supports facilities operations across multiple locations.