Facilities Administrator

About the role

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It's also about how we support one another and how we show up for our community. Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Facilities Administrator serves as the primary point of contact for facility-related inquiries, managing daily operations, vendor coordination, and service requests across the network. This role oversees financial administrative tasks, including invoice processing, budget preparation, and property tax schedule maintenance. Additionally, the Facilities Administrator supports the Realty team, as directed, with payroll, office operations, and ensures vendor compliance with insurance and service standards.

Responsibilities

• Serves as the primary point of contact for incoming calls and requests.
• Initiates and dispatches work orders to outsourced vendors and contractors.
• Communicates with site stakeholders regarding work scheduling, status updates, and any necessary coordination.
• Initiates both utility account set ups for new properties, disconnects for expired leases, coordinates scheduling of meter change outs, and processes all utility invoices and invoice follow up for all sites.
• Performs daily office functions including but not limited to: opening/sorting mail, answering phones and emails, scheduling meetings as requested by the Director, replenishing office supplies, filing, etc.
• Assists with invoice processing, which includes accurate coding, managing purchase orders, handling check requests, and preparing comprehensive month-end transmittals.
• Maintains and audits Vendor Service sheets for all managed sites, ensuring that service logs are current, accurate, and reflective of active contracts and performance standards.
• Updates and maintains Certificate of Insurance for all vendors. Ensures all vendor Certificates of Insurance are current and compliant.
• Actively investigates and resolves outstanding invoice issues and purchase order (P.O.) exceptions. This includes addressing landlord inquiries, clarifying payment status and troubleshooting vendor account discrepancies.
• Assist with preparation of both operating and capital budgets.
• Supports the Realty team in the maintenance of property tax schedules, ensuring accurate record-keeping and timely updates to reflect changes in the property portfolio.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior