Facilities Associate

Job Description

Job Description

Facilities Associate
Mt. Laurel, NJ - Direct Hire
Monday - Friday 8:30-5pm
Excellent Benefits offered
$52,000 Annual Salary

Position Summary
The Facilities Associate provides administrative and operational support for day-to-day commercial property management in a fast-paced environment. This position coordinates invoices, supplies, tenant and vendor communications, compliance documentation, move activity, service requests and work-order follow-up while maintaining accurate records, ensuring timely resolution of service needs and delivering responsive customer service and proactive care to the properties.

Invoice Administration - Process facilities-related invoices accurately and promptly, verify supporting information and route completed documentation for review and approval.
Supplies, Inventory and Recycling - Monitor inventory and coordinate the ordering, distribution, reconciliation and billing of janitorial supplies, lighting materials and other facility-related items. Support electronics, bulb and battery recycling programs.
Tenant and Office Communication - Prepare tenant correspondence and building-wide notifications, maintain current tenant contact information, respond professionally to phone and email inquiries and document service requests in the appropriate system. Communicate updates clearly and help ensure requests are resolved in a timely manner.
Facilities and Move Coordination - Coordinate tenant move-ins and move-outs, support new-tenant introductions, track company-owned facilities equipment and maintain routine building service and janitorial records. Occasionally visit properties and tenants to support service coordination, relationship-building and operational needs.
Vendor Compliance and Agreements - Maintain current vendor insurance certificates and required compliance documentation. Assist with the administration and filing of vendor contracts, master service agreements and related records.
Purchasing and Administrative Support - Research facility purchasing needs, coordinate purchase requests, prepare routine
administrative submissions and provide general organizational support to the facilities team.
Solar, Projects, Service Reports and Work Orders - Coordinate solar service reports, assign identified issues, provide status reporting and follow up through resolution. Review other facility service reports, track corrective actions, follow up with vendors & internal stakeholders and monitor open work orders through timely completion. Assist with facilities projects and recurring maintenance initiatives, using sound judgement and problem-solving skills.

Qualifications
The ideal candidate is a self-motivated problem solver who thrives in a fast-paced environment and is eager to contribute to a collaborative team. Must possess excellent written and verbal communication skills, strong attention to detail, the ability to multitask and manage competing priorities, and consistent follow-through. Proficiency in Microsoft Office, including Excel, is required, along with professional customer service, accurate recordkeeping and the ability to work effectively with tenants, vendors and internal teams.

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