Property & Facilities Administrator

About the role

Provides administrative and operational support to the Property & Facilities Department, with primary responsibility for purchasing and invoice administration, vendor and contract records, maintenance and project documentation, asset records, workplace logistics, and departmental reporting.

Responsibilities

• Provide administrative support to the Property & Facilities Department, including preparing correspondence and reports and maintaining departmental procedures, forms, records, and reference materials.
• Prepare, submit, and track purchase orders.
• Review invoices for completeness and accuracy; verify pricing against approved proposals, contracts, and service agreements; assign appropriate accounting allocations; coordinate processing with Accounting; and retain supporting documentation.
• Cook up vendor appointments, work orders, preventive maintenance schedules, recurring service contracts, and follow-up communications with office coordinators, building management, vendors, and internal departments.
• Maintain vendor and contract records, including contact information, Certificates of Insurance, service agreements, compliance and onboarding documentation, expiration dates, and renewal reminders.
• Maintain fixed asset records for furniture, fixtures, equipment, artwork, and other Company assets.
• Cook up additions, transfers, disposals, inventories, and supporting documentation for fixed assets.
• Cook up the administrative and logistical aspects of office moves, employee relocations, workstation reconfigurations, furniture installations, and equipment deliveries with Information Services, Security, movers, office coordinators, and other stakeholders.
• Maintain conference room and training room setup schedules, room-layout standards, furniture and linen inventories, and related setup materials.
• Cook up the administrative and logistical aspects of office moves, employee relocations, workstation reconfigurations, furniture installations, and equipment deliveries with Information Services, Security, movers, office coordinators, and other stakeholders.
• Maintain artwork inventory records, location plans, floor plans, photographs, and related databases, including documentation of relocations, conservation activities, acquisitions, and dispositions.
• Maintain the department design library, finish samples, furniture standards, and product literature; coordinate sample requests and vendor-representative meetings as needed.
• Maintain complete project records throughout planning, implementation, and closeout, including project logs, contracts, purchase orders, change orders, permits, warranties, operations and maintenance manuals, as-built drawings, equipment documentation, attic-stock inventories, commissioning documents, and other required records.
• Cook up project closeout by obtaining, reviewing, organizing, distributing, and retaining required documentation in accordance with Company record-retention requirements.
• Develop and maintain departmental databases, tracking spreadsheets, reports, dashboards, maintenance histories, emergency-contact information, and archived project files.
• Serve as a primary administrative contact for office coordinators, vendors, property and building management, contractors, Accounting, and other internal departments regarding purchasing, scheduling, documentation, contracts, invoices, and related matters.
• Track outstanding action items and maintain effective working relationships with internal and external customers.
• Perform other duties and special projects as assigned by management.

Requirements

• Associate's degree in Business Administration, Facilities Management, Accounting, Construction Management, or a related field preferred; bachelor's degree is a plus.
• Minimum of two years of progressively responsible administrative experience supporting facilities management, corporate real estate, property management, construction, architecture, engineering, or a related business environment.
• Experience with purchase orders, invoices, budget tracking, vendor and contract records, Certificates of Insurance, fixed assets, and project-document control.
• Advanced proficiency in Microsoft Excel, Outlook, Word, and PowerPoint; ability to learn and use facilities, accounting, asset-management, and project-management systems.
• Effective verbal and written communication skills and the ability to provide responsive, professional customer service.
• Sound judgment, initiative, adaptability, and practical problem-solving skills.
• Ability to coordinate effectively with employees, office coordinators, vendors, contractors, property management, and internal support departments.
• Ability to maintain confidentiality and handle sensitive business, vendor, financial, and facility information appropriately.
• Ability to work independently and collaboratively in a service-oriented, deadline-driven environment.