Facilities & Safety Administrator II

About the role

The Facilities & Safety Administrator II supports the day-to-day operations and administrative tasks at multiple office locations. This role includes purchasing and invoice processing, systems data entry and maintenance, safety program participation, access control administration, and space coordination.

Responsibilities

• Process purchase order requisitions for facilities, maintenance, and capital-related expenditures in accordance with company procurement policies
• Reconcile facilities-related invoices with Accounts Payable, resolve discrepancies, and support accurate financial reporting
• Support and maintain facilities-related systems (e.g., computerized maintenance management, visitor management, access control, life-safety, space planning, and notification platforms), assisting with data entry, system upkeep, reporting, and user access updates
• Participate as a member of the Safety Committee, assisting with meeting preparation, documentation, and follow-up on corrective measures
• Support physical security and access control systems, including programming employee ID badges, updating access levels, and assisting with periodic audits
• Afford support for office reconfigurations, furniture moves, and space changes, coordinating with internal stakeholders and external service providers as directed
• Assist with vendor coordination within established parameters, support administration of existing service contracts, and track vendor performance, escalating matters as appropriate
• Provide backup support for the Mechanical Maintenance functions, including assistance with preventive maintenance scheduling and vendor coordination
• Provide facilities support for additional office locations including site visits, office decommissioning, and serve as facilities point of contact
• Assist with vendor coordination within established parameters, support administration of existing service contracts, and track vendor performance, escalating matters as appropriate
• Maintain facilities documentation, system records, safety logs, vendor files, and site condition reports
• Serve as a point of contact for facilities service requests, addressing routine issues within established guidelines and escalating complex or high-impact matters as appropriate
• Support compliance with applicable safety regulations, building requirements, and internal policies

Requirements

• Associate's degree or equivalent work experience in facilities management, building operations, or a related field
• Experience in facilities administration, procurement coordination, or operations support
• Experience administering facilities platforms such as CMMS, visitor management, access control, CCTV, or mass notification systems
• Working knowledge of facilities systems, access control platforms, and vendor coordination
• Strong organizational skills, attention to detail, and ability to manage multiple priorities
• Effective communication skills and ability to work cross-functionally

Qualifications

• Bachelor's degree in Facilities Management, Business Administration, Operations, or a related field
• Experience supporting facilities operations in a multi-site corporate environment
• Familiarity with access control, CCTV, visitor management, and mass notification systems
• Experience administering systems such as Wisp, Alertus, Envoy, or Speco Technologies
• Prior experience chairing or supporting a workplace safety committee
• Basic understanding of OSHA, NFPA, or workplace safety standards
• Exposure to vendor contract coordination and service provider management
• Proficiency with ERP or procurement systems for purchase orders and invoice reconciliation
• Facilities Management or Safety-related certifications such as FMP, IFMA SFP, or OSHA 10/30