Assistant Facilities Administrator

Job Description

Job Description

Position Summary  

The Assistant Facilities Manager supports the day-to-day administrative and operational functions of the Facilities Department. This role is primarily office-based and focuses on coordinating projects, managing work orders, maintaining documentation, and supporting internal teams to ensure smooth execution of facilities-related work. 

This is an ideal role for someone highly organized, detail-oriented, and interested in facilities or construction operations, with opportunities for growth within the company. 

Key Responsibilities  

Project & Facilities Coordination  

• Support Facilities Management in planning and organizing construction and maintenance projects 

• Assist in developing project plans, schedules, and documentation 

• Track project progress and flag delays or issues to leadership 

• Coordinate communication between internal teams, clients, and subcontractors 

Work Order & Systems Management  

• Manage and respond to work orders through appropriate channels (Corrigo, 360, email requests) 

• Organize and track work orders to ensure timely completion 

• Maintain accurate records in systems such as UpKeep and Procore 

Administrative Support  

• Provide administrative support including proposals, invoices, reports, and client correspondence 

• Maintain organized filing systems (digital and hard copy) for project tracking 

• Assist in managing calendars, including proposal deadlines and project timelines 

• Support compliance with township and municipal requirements 

Insurance & Vendor Coordination  

• Maintain and track insurance documentation for subcontractors and company compliance 

• Coordinate onboarding and vetting of subcontractors through insurance procedures 

• Work with the Director of Insurance to ensure all documentation is complete 

Financial & Budget Tracking  

• Assist in monitoring project expenses and tracking budgets 

• Support cost reporting and documentation for facilities projects 

General Operations Support  

• Provide day-to-day support to the Facilities Department 

• Assist in maintaining key logs, status tracking, and internal reporting 

• Help ensure compliance with company processes and procedures 

Qualifications  

Experience & Skills  

• 1–3 years of experience in an administrative, operations, or coordinator role (facilities or construction industry is a plus, not required) 

• Strong organizational and multitasking skills 

• Excellent communication skills (written and verbal) 

• Comfortable working with multiple systems and tracking tools 

• Proficiency in Microsoft Office (Excel, Outlook, Word) 

• Experience with platforms like Procore, UpKeep, or Corrigo is a plus 

Requirements  

• Ability to work full-time in an office setting 

• Strong attention to detail and ability to manage multiple priorities 

• Interest in facilities management or construction operations preferred 

Work Environment  

• Full-time,  in-office position  

• Fast-paced, team-oriented environment supporting multiple projects 

Compensation & Benefits  

• Medical, Dental, Vision, and Pet Insurance (eligible after 60 days) 

• Opportunities for advancement and growth within the company