Facilities Administrator

Job Description

Job Description

Introduction

Bigge Crane and Rigging has been  elevating America since 1916 . With over 1,800 cranes and a coast-to-coast presence, we buy, sell, rent, operate, and maintain one of the largest, most advanced crane fleets in the country. We’ve played a role in building some of America’s most iconic landmarks and earned a reputation for doing it right—with performance, precision, and accountability.

Position Overview

The Facilities Administrator plays a key role in supporting the daily operations of the Facilities Department across Bigge’s national property portfolio. This position provides administrative, organizational, and coordination support that helps maintain efficient department operations, ensures continuity across multiple initiatives, and enhances overall team effectiveness.

Key Responsibilities

Purchasing & Accounts Payable

• Draft and submit Coupa requisitions for recurring facilities vendors across all active projects.
• Track open purchase orders — monitor aging, confirm receipt status and flag overdue POs.
• Route new vendor setup requests (W-9, COI, Coupa supplier profile) to Procurement.
• Route invoices to the correct approvers and match to purchase orders for Accounts Payable.
• Follow up with Accounts Payable on payment holds and aging invoices.
• Respond to vendor inquiries regarding payment status.
• File invoices from recurring POs to the annual invoice tracker for year-end review.

Access Control Backup Administration

• Create accounts for new hires and provide credentials prior to their start date.
• Deactivate access credentials for terminated employees.
• Assist with Access Help Desk tickets and resolve basic access concerns.

Nameplates & Seating Charts

• Order and install nameplates for new hires, relocations, and title changes.
• Assist in updating seating charts as new hires and terminations are processed across all locations.

Filing & Document Management

• Organize SharePoint and Egnyte project folders per site and project naming conventions.
• File executed LOIs, contracts, addenda, amendments, extensions, and Certificates of Insurance upon execution, linking lease and contract documents to the deadline tracker.
• File project documentation across active sites and initiatives.
• Scan, index, and upload physical documents (lease originals, vendor paperwork, inspection reports) to Egnyte.

Meeting Support

• Take meeting notes and distribute action items in standardized format.
• Track and follow up on open action items between meetings across stakeholders.
• Schedule and reschedule recurring meetings and site visits.
• Maintain a shared team calendar of out-of-office and travel schedules.

Expense Reporting

• Submit monthly Concur expense reports for the Facilities team.
• Reconcile credit card transactions weekly against receipts.
• Follow up on and collect missing receipts.

Contract & Lease Deadline Tracking

• Maintain the contract and lease deadline tracker across the national property portfolio (option dates, renewals, expirations).
• Send proactive 90/60/30-day deadline alerts to relevant stakeholders.

Vendor Quote Coordination

• Organize vendor quotes into a side-by-side comparison format for review and decision-making.
• Follow up on outstanding quote requests and expected turnaround times.

Portfolio Tracking & Reporting

• Support the monthly INT code audit for the Facilities portfolio in coordination with the D365/Concur administrators.
• Maintain the national facilities master sheet with updated data as facilities are upgraded, leases are renewed, new properties are acquired, or properties are termed.
• Support the national portfolio audit project by assisting with data collection and verification for each property.
• Maintain the national facilities task sheet in Smartsheet with ticket closures, status changes, and new data.
• Distribute weekly task summaries with current status updates to the team.

Note: The responsibilities above represent the core, recurring workload guaranteed for this role. This is not an exhaustive list — the Administrator will be assigned additional facilities, real estate, and project-support tasks as business needs arise, including support for move events, site openings, and other project surge work.

Qualifications and Skills

• High school diploma or equivalent required; Associate’s degree in business administration or related field preferred.
• 2+ years of administrative, coordinator, or facilities/real estate support experience, ideally in a multi-site or national portfolio environment.
• Proficiency with Microsoft Office (Excel, Outlook) and Smartsheet; experience with Coupa, D365, or Concur strongly preferred.
• Strong organizational skills with the ability to manage a high volume of recurring, deadline-driven tasks across multiple properties simultaneously.
• Clear written and verbal communication skills for coordinating with vendors, internal stakeholders, and branch leads.
• High attention to detail, particularly for financial transactions, contract deadlines, and access control credentialing.
• Ability to work independently, prioritize competing requests, and escalate issues appropriately.
  

Benefits

• Competitive pay and a matching 401(k) plan
• Vacation, Company Holidays, and Sick Days
• Flexible spending accounts/Health Savings Account
• Reimbursement plan for the company Bring Your Own Device (BYOD) Policy

Bigge provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, military or veteran status.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.