Facilities Administrative Technician

Job Description

Job Description

Facilities Administrative Technician
Department: Facilities Management
Location: Georgetown, TX
Reports To: Facilities Manager

Position Overview

We are seeking a detail-oriented and service-focused T2 Facilities Administrative Technician to join our Facilities Management team. In this critical support role, you will be responsible for receiving, tracking, and closing maintenance requests, administering our Computerized Maintenance Management System (CMMS), and managing inventory and purchasing for Maintenance, Repair, and Operations (MRO) supplies. The successful candidate will demonstrate strong organizational skills, proactive communication, and the ability to collaborate effectively with technicians, vendors, and building occupants.

Key Responsibilities

CMMS Administration

• Maintain accurate asset, equipment, and location records in the CMMS.
• Generate, schedule, and track preventive maintenance (PM) work orders.
• Run and distribute reports on work order status, PM compliance, completion times, and costs.
• Audit CMMS data and assist with system user training and troubleshooting.

Service Request & Helpdesk Management

• Serve as the first point of contact for facility service requests.
• Log, categorize, prioritize, and dispatch requests to the appropriate personnel or vendor.
• Provide regular updates to requestors and follow up to ensure satisfactory issue resolution.
• Escalate emergencies to the Facilities Manager or on-call personnel promptly.

Work Order Coordination

• Create, assign, track, and close work orders.
• Review completed work orders for accuracy in labor hours, materials used, and notes.
• Follow up on open or overdue work orders and coordinate repair scheduling.
• Identify and flag recurring issues for supervisor review.

Inventory & Purchasing Support

• Maintain accurate MRO inventory records and conduct regular cycle counts.
• Monitor supply levels, prepare requisitions, and process purchase orders.
• Communicate with approved vendors: request quotes, place orders, verify deliveries, and match invoices.
• Organize storeroom and parts area for optimal efficiency and safety.

Documentation & Recordkeeping

• Maintain organized digital and physical files for manuals, warranties, and contracts.
• Keep compliance and inspection records current (e.g., fire safety, elevators, HVAC).
• Track contractor and vendor certificates of insurance, licenses, and permits.
• Prepare and update SOPs, checklists, and departmental forms as needed.

Additional Administrative Duties

• Prepare correspondence, meeting agendas, minutes, and routine reports.
• Track invoices, process expenditures, and support monthly budget reporting.
• Coordinate vendor and contractor access, onboarding, and scheduling.
• Maintain department calendars and support safety programs and training recordkeeping.

Qualifications

Required

• High school diploma or equivalent.
• At least two (2) years of experience in an administrative, helpdesk, dispatch, or facilities environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or similar applications.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and respond effectively to urgent requests.

Preferred

• Experience with a CMMS (e.g., Maintain X, Fiix, UpKeep, Hippo, Facilio, or similar).
• Familiarity with MRO purchasing, inventory, or storeroom operations.
• Basic understanding of facility systems (HVAC, electrical, plumbing, life safety).
• Associate degree or coursework in business administration, facilities management, or a related field.

Key Competencies

• Customer service orientation
• Data accuracy and record management
• Effective time management and follow-through
• Problem-solving and sound judgment
• Teamwork and cross-department collaboration
• Adaptability in a fast-paced setting

Physical Requirements & Working Conditions

• Primarily office-based, with regular walks through facilities, storerooms, and mechanical spaces.
• Ability to lift up to 25–50 lbs. when handling supplies or inventory.
• Able to sit, stand, and use a computer for extended periods.
• May require participation in after-hours emergencies or an on-call rotation.

A career in motion is how you'll thrive and prosper. We work with tons of companies across the nation, and with our strong connections, we'll help take your career forward. At Kelly, we've been transforming ourselves for a while now - constantly striving to reach our full potential, so we can help you maximize yours. We'll help you find what's next.

Company Description

A career in motion is how you'll thrive and prosper. We work with tons of companies across the nation, and with our strong connections, we'll help take your career forward. At Kelly, we've been transforming ourselves for a while now - constantly striving to reach our full potential, so we can help you maximize yours. We'll help you find what's next.