Facilities Administrator

What this job involves:

If you're tech-savvy, detail-oriented, and passionate about facilities management, this is your opportunity to make a tangible impact every day.

What your day-to-day will look like:

• Own mailroom operations by managing all incoming and outgoing mail, ensuring timely and accurate distribution, maintaining consumables inventory, and performing data entry to track delivery systems.
• Maintain comprehensive documentation systems by organizing and filing facility-related documents both physically and digitally, ensuring easy retrieval and proper storage management across the site.
• Support facilities operations through regular site walk-throughs, assisting with cleaning inspections and zoning, coordinating Preventive Planned Maintenance (PPM) scheduling, and managing ad-hoc repair requests via the facilities helpdesk.
• Provide hands-on event support by partnering with client teams to set up meeting rooms and events, ensuring all arrangements meet requirements and creating a seamless experience for attendees.
• Manage stationery and supplies by overseeing procurement, storage, and distribution of office supplies, maintaining accurate inventory levels, and implementing efficient storage solutions to maximize space utilization.
• Engage directly with clients and vendors by responding promptly to requests via email and in-person, coordinating with landlords and service providers, and maintaining professional communication throughout all interactions.
• Contribute to facilities reporting by helping prepare and submit FM-related reports, supporting utilities reporting, and maintaining accurate records of all facilities activities and inventory.

Required Qualifications:

• Facilities management background with proven experience in facilities operations, mailroom management, or related administrative support roles within a corporate or real estate environment.
• Exceptional attention to detail and organizational skills with demonstrated ability to maintain meticulous records, manage multiple inventory systems, and ensure nothing falls through the cracks.
• Strong written and verbal communication skills with the ability to compose professional emails, engage confidently with clients and vendors, and clearly articulate information to diverse stakeholders.
• Technical proficiency with demonstrated comfort using facilities management platforms, document management systems, data entry tools, and standard office software applications.
• Full-time onsite availability with commitment to being physically present at the client site daily to manage hands-on operational responsibilities.
• Ability to pass stringent background checks as required by our client's security protocols—candidates must be prepared for thorough screening processes.
• Responsive and proactive work style with strong problem-solving abilities, capacity to work independently while being an effective team player, and willingness to step in wherever support is needed.

Preferred Qualifications:

• Formal education or certification in facilities management, building services, or related field.
• Previous experience working in a client-facing facilities or property management role with exposure to corporate office environments.
• Familiarity with Preventive Planned Maintenance (PPM) scheduling systems and coordination of maintenance activities.
• Experience with event coordination or meeting room management services.
• Knowledge of vendor management processes and service level agreement (SLA) monitoring.
• High energy and enthusiasm for hands-on operational work with ability to maintain a positive attitude in a fast-paced environment.
• Demonstrated ability to quickly learn new systems and adapt to client-specific requirements and procedures.