Facilities & Safety Administrator II

About the role

The Facilities Management Coordinator provides operational and administrative support under general direction for company facilities across multiple office locations. The role is responsible for facilities purchasing and invoice reconciliation, systems administration, safety program leadership, access control management, space coordination, and limited multi-site support. The position participates as a member of the Safety Committee and exercises independent judgment in resolving facilities and vendor-related matters within established guidelines, escalating issues as appropriate. The position also provides backup support to the Mechanical Maintenance position as required.

Responsibilities

• Process and manage 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.
• Administer facilities-related systems (e.g., computerized maintenance management, visitor management, access control, life-safety, space planning, and notification platforms), ensuring data accuracy, system availability, reporting integrity, and appropriate user access.
• Participate as a member of the Safety Committee, including meeting facilitation, documentation, and coordination of corrective measures.
• Administer physical security and access control systems, including programming employee ID badges, managing access levels, and supporting periodic audits.
• Cook up office reconfigurations, furniture moves, and space changes, working with internal stakeholders and external service providers.
• Provide facilities support for additional office locations, including: Periodic site visits to assess facility conditions and compliance with company standards, Coordination of office decommissioning activities, including vendor oversight, asset disposition, and space restoration, Serving as the primary facilities contact for designated locations and providing coordination support to local leadership at other sites, depending on business needs.
• Select vendors and negotiate scope of work within established parameters, administer existing service contracts, and monitor vendor performance, escalating matters as appropriate.
• Provide backup support for the Mechanical Maintenance functions, including assistance with preventive maintenance coordination and vendor management.
• Serve as a primary point of contact for facilities service requests and independently resolve issues within established guidelines, escalating complex or high-impact matters as appropriate.
• Maintain facilities documentation, system records, safety logs, vendor files, and site condition reports.
• 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 (e.g., MRI Angus, Wisp, Alertus, Envoy, AutoCAD, Systems Galaxy, Speco Technologies, or comparable systems).
• Working knowledge of facilities systems, access control platforms, and vendor coordination.
• Experience supporting or participating in workplace safety programs or committees.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Effective communication skills and ability to work cross-functionally.

Preferred 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 (or comparable platforms).
• Prior experience chairing or supporting a workplace safety committee.
• Basic understanding of OSHA, NFPA, or workplace safety standards.
• Experience coordinating office moves, space reconfigurations, or site decommissioning activities.
• 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 (e.g., FMP, IFMA SFP, OSHA 10/30) a plus.