Facilities Admin

A global healthcare leader that helps people live more fully at all stages of life. Our portfolio spans diagnostics, medical devices, nutritionals, and branded generic medicines, serving people in more than 160 countries with 115,000 colleagues.

About the role

This position is located in Pleasanton, CA within Abbott's Heart Failure Division. The Facilities Administrative Coordinator provides administrative and systems support for the Facilities Department, coordinating maintenance work orders, managing facility documentation, processing purchase orders and invoices, and supporting compliance and operational activities through systems including Infor EAM, Windchill, and Ariba.

Responsibilities

• Administer and maintain facility work orders, preventive maintenance schedules, asset records, and service requests within Infor EAM (Enterprise Asset Management).
• Coordinate work order assignments, monitor completion status, and generate maintenance and operational reports for Facilities leadership.
• Manage controlled facility documentation, standard operating procedures (SOPs), technical drawings, specifications, and records using Windchill Document Management System.
• Ensure facility documents are properly reviewed, approved, archived, and maintained in compliance with company quality system requirements.
• Create, process, and track purchase requisitions, purchase orders, and supplier requests using Ariba.
• Review vendor invoices for accuracy, reconcile purchase orders, and coordinate invoice approvals and payment processing.
• Maintain vendor service contracts, quotations, and procurement records to support Facilities operations.
• Coordinate with internal customers, vendors, contractors, and service providers to support maintenance and facility projects.
• Prepare facility metrics, dashboards, KPIs, and status reports related to maintenance activities, expenditures, and compliance requirements.
• Support audits, inspections, and regulatory activities by maintaining accurate facility records and documentation.
• Assist with facility budget tracking, expense reporting, and financial record management.
• Schedule meetings, coordinate service visits, and support day-to-day departmental administrative activities.
• Identify opportunities to improve administrative processes, system utilization, and data accuracy within Facilities operations.
• Perform responsibilities within a quality system environment where failure to adequately perform tasks may result in noncompliance with governmental regulations and company procedures.

Requirements

• Associate's degree, Bachelor's degree, or equivalent combination of education and work experience.
• Minimum 2 years of administrative, facilities, maintenance coordination, procurement, or related experience.
• Experience working with computerized maintenance management systems (CMMS), preferably Infor EAM.
• Experience with document control systems, preferably Windchill.
• Experience processing purchase orders, requisitions, and invoices using Ariba or similar procurement platforms.
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Ability to manage multiple priorities while maintaining attention to detail and data accuracy.

Preferred Qualifications

• Experience supporting Facilities, Engineering, Manufacturing, or regulated environments.
• Knowledge of preventive maintenance programs and asset management principles.
• Experience supporting GMP, FDA, ISO, or other regulated quality system environments.
• Knowledge of supplier management, contract administration, and procurement processes.
• Experience generating reports and analyzing operational data from enterprise systems.
• Certification or training related to Facilities Management, Procurement, Document Control, or CMMS administration.

Benefits

• Career development with an international company.
• Free medical coverage in the Health Investment Plan (HIP) PPO medical plan (eligibility in the next calendar year).
• Retirement savings plan with high employer contribution.
• Tuition reimbursement, student debt program (Freedom 2 Save), and FreeU education benefit for bachelor’s degrees.
• Recognition as a great place to work in dozens of countries, including awards for diversity, working mothers, female executives, and scientists.

Pay

The base pay for this position is $22.50 – $45.00 per hour. In specific locations, the pay range may vary from the range posted.