Facilities Assistant (Business Operations)

Facilities Assistant

We are seeking a detail-oriented and organized Facilities Assistant to support day-to-day administrative and operational activities for facilities and construction-related projects. This role will assist with invoice reconciliation, vendor coordination, change order tracking, and general administrative support to ensure smooth facility operations and accurate financial tracking. The ideal candidate is proactive, highly organized, and comfortable working with cross-functional teams including facilities, procurement, finance, and external vendors.

Key Responsibilities

• Provide administrative support to the Facilities and/or Operations
• Review, track, and reconcile invoices, billing statements, and vendor charges for accuracy
• Assist in processing purchase orders (POs), invoices, and payment requests in internal systems (e.g., SmartOffice or similar)
• Maintain records of contracts, service agreements, and vendor documentation
• Track and manage change orders, ensuring proper documentation, approvals, and budget alignment
• Coordinate with vendors, contractors, and internal stakeholders to follow up on billing, service completion, and documentation
• Support budget tracking and reporting, including maintaining spreadsheets for expenses and project costs
• Assist with scheduling, meeting coordination, and documentation for facilities-related projects
• Ensure all documentation is properly filed and organized for audit and compliance purposes
• Support site operations as needed, including office moves, maintenance coordination, and facility requests
• Perform other administrative duties as assigned

Qualifications

• Associate's or Bachelor's degree in Business Administration, Accounting, or related field preferred
• 25 years of administrative or facilities support experience (construction, property management, or corporate facilities preferred)
• Experience with invoice processing, billing reconciliation, or basic accounting functions
• Familiarity with purchase orders, contracts, and change order processes is a plus
• Proficiency in Microsoft Excel and Office Suite (experience with ERP systems is a plus)
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Strong communication and follow-up skills

Key Competencies

• Attention to detail and accuracy
• Organization and time management
• Basic financial and administrative understanding
• Vendor coordination and follow-up
• Problem-solving and accountability

Work Environment

• Office-based with occasional interaction with site operations and vendors
• May require coordination with multiple departments and external partners
• Fast-paced environment supporting ongoing facilities and project activities

Salary Range: $60K - 75K PCE Paragon Solutions USA, Inc., a subsidiary of Fii-Foxconn, is an Equal Opportunity Employer (EOE). All qualified candidates will receive consideration without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or marital status in accordance with applicable federal, state and local laws. PCE Paragon Solutions USA, Inc., a subsidiary of Fii-Foxconn, participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.