Facility and Maintenance Administrator

Summary

The Facility & Maintenance Administrator will perform a variety of administrative tasks to directly support the company’s facility and maintenance department. Tasks include but are not limited to preparation of purchase orders, invoice tracking and maintenance of vendor contact list and supporting documentation. This individual must be willing and able to work in a fast-paced general office environment; many tasks have high degrees of time sensitivity. Ability to multitask, attention to detail and strong organizational skills are a must. Individual will be required to track and manage multiple vendors, work orders, and purchase orders, current, and or complete, and interface regularly with the finance department to conduct invoicing reconciliations. 

Principle Responsibilities and Duties

• Maintain accurate records of maintenance activities, work orders, service logs and vendors documentation.
• Monitor and report on facility budget and expenses, process invoices and track purchase orders.
• Work closely with vendors, contractors, and service providers to coordinate on site- visits and projects.
• Assist in maintaining building parking pass access.
• Coordinate minor repairs and upkeep of office tools, furniture, and equipment.
• Monitor and report on maintenance needs for office areas and common spaces.
• Coordinate inspections certifications and testing for equipment and building systems (e.g., fire system, elevators, and alarms
• Oversee janitorial services, and pest control vendors to ensure quality and timeliness.

Qualifications

• Previous experience as an administrative assistant
• Competent knowledge of Microsoft Office Word, Excel and Outlook required.
• Knowledge in SAP, preferably generating Purchase Orders in Material Management (ME21) preferred.
• Good customer service skills; displays a professional can-do attitude.
• Ability to communicate effectively, both orally and in writing.
• Excellent organizational skills; ability to multitask, detail oriented.
• Able to operate office equipment: printers, faxes, binding, and laminating machines.
• Skilled in following safety practices/policies, recognizing hazards.

Physical Requirements

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and stoop, bend, kneel, or crouch. The employee is occasionally required to use stairs or elevators. The employee must regularly lift and/or move more than 25 pounds.

Work Environment:

While performing the duties of this job, the employee may be exposed to outside weather conditions (wet and/or humid) and moving mechanical parts. The employee may be exposed to fumes or airborne particles if in the shop, warehouse, or yard. The noise level in the shop, warehouse, or yard work environment is sometimes loud.