Facilities Administrator

General Description:

The Facilities Administrator supports the day-to-day operations, maintenance, and overall efficiency of company facilities. This role administers vendor services, oversees facility needs, and ensures a safe, functional, and well-maintained work environment.

This position reports directly to the VP of Human Resources.

Essential Duties and Responsibilities:

Maintain a safe, clean, and healthy work environment by supporting the implementation and enforcement of organizational standards.

Develop and manage the facility maintenance schedule, ensuring timely coordination of preventive and corrective maintenance.

Conduct routine inspections of facilities to ensure optimal working conditions and identify areas requiring attention.

Identify facility-related issues and recommend practical, cost-effective solutions.

Serve as the primary point of contact for maintenance service providers and ensure services are delivered as requested.

Support vendor selection and contract processes by gathering information, coordinating documentation, and facilitating communication.

Monitor vendor performance and ensure compliance with service agreements and company expectations.

Partner with the VP of Human Resources and Legal Department on vendor agreements, contract reviews, and pricing discussions.

Support office efficiency by assisting in the planning and implementation of office systems, layouts, and workflows.

Coordinate procurement, inventory, and maintenance of office supplies, furniture, and equipment.

Provide daily oversight of common office areas, including conference rooms, copy rooms, kitchens, and storage areas, ensuring organization and functionality.

Partner with Human Resources to coordinate workspace setup, onboarding logistics, and internal office moves.

Support business continuity and disaster recovery efforts in coordination with the VP of Human Resources.

Assist in the development, maintenance, and communication of emergency procedures and continuity plans.

Ensure compliance with safety standards, policies, and applicable regulations.

Assist in maintaining procedures for records retention, protection, retrieval, transfer, and disposal across departments.

Assist Human Resources with coordination, logistics, and execution of company events and workplace initiatives.

When required, visit other company locations to assess facility conditions, identify opportunities for improvement, and coordinate necessary services.

Perform other duties as needed.

Supplemental Information:

This job description has been prepared to indicate the general nature and level of the work that the employees perform within their classification. This description is not and cannot be interpreted as an inventory of all the duties, tasks, responsibilities and qualifications required for the employees assigned to this job.

Education and Experience:

Bachelor’s degree in Business Administration, Facilities Management, or related field preferred; equivalent experience will be considered.

3–5 years of experience in facilities administration, office administration, or a similar role.

Experience working with vendors, service providers, and contract coordination.

Strong organizational, problem-solving, and multitasking skills.

Excellent communication and interpersonal skills.

Proficiency in Microsoft Office (Word, Excel, Outlook); experience with facilities or work order systems is a plus.

Strong interpersonal and team skills

Some travel may be required