Facilities Administrative Coordinator

About the role

The Facilities Administrative Coordinator supports the LAIKA Facilities Maintenance department with a variety of administrative functions, including accounting, budgeting, and serving as a liaison between studio departments and external vendors.

Responsibilities

• Provide administrative support to the Facilities Maintenance department, including scheduling meetings, preparing reports, and managing correspondence.
• Assist with managing and tracking vendor files for all Facilities department business documents.
• Collaborate with the Facilities Program Manager to assist with certificates of insurance, billing, and invoicing for facilities-related expenses; review invoices for accuracy and resolve discrepancies with vendors.
• Assist with billing reports and budget tracking of facilities expenditures.
• Process financial reports, coding, and P-cards.
• Serve as a point of contact for Facilities Maintenance-related inquiries and requests; communicate effectively with internal stakeholders regarding facility updates and maintenance schedules.
• Document all facilities-related activities, including repairs, inspections, and expenditures.
• Schedule and attend various departmental events, trainings, and team-building activities, including documentation and tracking action items.
• Support department projects and initiatives as needed.
• Monitor maintenance team training and audit maintenance procedures.

Requirements

• 2+ years' experience in an office environment; Operations and/or Facilities experience preferred.
• Basic knowledge of accounting and budgeting principles.
• Experience with project management is a plus.
• Strong proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Strong customer service or coordination experience.
• Excellent communication and interpersonal skills.
• Ability to analyze information and demonstrate critical thinking.

Location

On-site in Hillsboro, OR.

Physical Demands and Work Environment

The physical demands and work environment described are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

• Physical demands: While performing the duties of this job, the employee is required to walk; stand; sit; use hands to operate standard office equipment; reach with hands and arms; balance; stoop; talk or hear both in person and by telephone. The employee must lift and/or move up to 30 pounds. Vision abilities include close vision, distance vision, and the ability to adjust focus.
• Work environment: The employee works under typical office conditions and is exposed to variable indoor temperatures. The noise level is usually quiet or moderate.