Senior Facilities Administrator

Reports to: Director of Facilities and Maintenance FLSA Status: Exempt Location: Corporate Office, on-site Position Summary The Senior Facilities Administrator is responsible for coordinating and supporting all administrative and operational functions of the Facilities Department for a multi-state retail organization. This position serves as the primary liaison between internal departments, vendors, contractors, landlords, and service providers to ensure the timely completion of maintenance requests. The role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while supporting the overall operation of approximately 270 retail locations, corporate offices, and distribution facilities. Essential Duties and Responsibilities Coordinate maintenance requests for corporate offices, distribution centers, and retail store locations. Receive, prioritize, assign, and monitor work orders to ensure timely completion and resolution. Coordinate preventive maintenance programs and track completion schedules. Manage vendor relationships, including obtaining quotes, scheduling services, monitoring performance, and ensuring service level expectations are met. Assist with vendor contract administration, renewals, and compliance documentation. Review, reconcile, and process invoices while ensuring expenses remain within budget. Prepare and maintain facilities reports. Monitor maintenance expenditures and identify opportunities for cost savings and operational efficiencies. Coordinate emergency maintenance requests and communicate updates to internal stakeholders. Maintain accurate records of maintenance activities, inspections, warranties, contracts, permits, and regulatory documentation. Coordinate utility services, permits, inspections, and other facility-related administrative functions. Perform other duties as assigned. Qualifications Associate's degree in Facilities Management or a related field preferred. Five (5) or more years of facilities administration, facilities management, property management, or related experience. Experience coordinating vendors and contractors across multiple locations. Experience working with work order management systems. Knowledge, Skills & Abilities Strong organizational, analytical, and problem-solving skills. Excellent verbal and written communication skills. Ability to prioritize multiple projects while meeting deadlines in a fast-paced environment. Strong customer service orientation with the ability to build effective working relationships. Proficient in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint. Strong attention to detail and accuracy in maintaining documentation and reporting. Strong vendor management and negotiation skills. Ability to work independently with minimal supervision while collaborating effectively with cross-functional teams. Ability to conduct exterior property inspections with outside vendors, contractors, landlords, and city inspectors to ensure compliance with Company standards and local regulations. Ability to travel, including overnight travel, as business needs require. Physical Requirements Ability to lift and carry up to 50 pounds. Ability to stand, walk, bend, kneel, climb stairs, and reach for extended periods of time. Ability to inspect roofs, parking lots, building exteriors, and construction or maintenance projects safely. Ability to work both indoors and outdoors in varied weather conditions. Ability to travel to retail stores, distribution centers, corporate offices, and vendor locations as needed. #J-18808-Ljbffr Perfumania