Job Title: Facilities Administrator Job Description The Facilities Administrator supports the facilities management team in delivering high-quality service to retail clients by coordinating work orders, assisting with vendor management, and ensuring compliance with service level agreements and contract requirements. This temporary role, with potential for long-term opportunities, offers hands-on experience in facilities operations, invoice auditing, and performance tracking within a fast-paced, high-volume environment.
Responsibilities Assist the facilities management team in addressing client inquiries and concerns, ensuring timely, professional, and accurate responses. Support timely and high-quality resolution of facilities issues by coordinating with contractors and internal stakeholders. Follow up with contractors to ensure prompt execution and closeout of work orders as directed by the manager. Use manager-provided reports to identify open work orders that are at risk of missing service level agreements, including timelines, budget, IVR usage, and process compliance.
Escalate work orders that fall outside of customer service level agreements to the manager or appropriate stakeholders for resolution. Follow up with contractors on completed work orders to ensure timely submission of invoices and backup documentation required under client contracts. Audit final contractor invoice pricing against manager and client approval criteria to confirm compliance with contracted rates, markups, and client contract terms.
Assist the manager in monitoring and assessing contractor performance, including responsiveness, quality of work, and adherence to service standards. Utilize technology platforms and work order management systems to document facilities management activities accurately and consistently. Perform data entry related to work orders, invoices, and contractor documentation, ensuring accuracy and completeness.
Handle high-volume calls and dispatch requests to appropriate contractors or internal teams, maintaining a strong customer service focus. Support order processing and administrative tasks related to facilities maintenance, including HVAC, electrical, plumbing, and general facility needs. Prioritize multiple tasks and deadlines in a fast-paced environment while maintaining strong organization and attention to detail.
Collaborate with team members to continuously improve processes, service delivery, and vendor performance. Demonstrate dependable follow-through on assigned tasks and responsibilities to ensure seamless facilities operations. Essential Skills At least 1+ year of customer service experience in a high-volume, fast-paced environment. High School Diploma or GED. Ability to type at least 35+ words per minute.
Strong customer service and communication skills, both written and verbal. Ability to prioritize multiple tasks and meet deadlines consistently. Excellent organizational skills and strong attention to detail. Ability to work independently and take initiative with minimal supervision. Basic proficiency with Microsoft Office applications and technology platforms. Comfort with performing basic mathematical calculations for invoice review and reporting.
Dependable work habits with strong follow-through and accountability. Customer service orientation and professionalism when interacting with clients, contractors, and colleagues. Experience handling high-volume calls and performing administrative support tasks. Additional Skills & Qualifications Some college coursework or a degree. Experience in facilities management, property management, maintenance coordination, dispatching, vendor management, or administrative support.
Familiarity with work order management systems and related technology platforms. Basic understanding of building systems, including HVAC, electrical, and plumbing. Experience reviewing invoices, service contracts, or vendor documentation. Experience in retail or retail customer service environ