Facilities Administrator

The Facilities Administrator is a key member of the Facilities Department at Bread for the City, providing administrative, logistical, and project support to ensure the smooth operation of all facilities across multiple sites. This position plays a vital role in managing documentation, supporting vendor coordination, maintaining compliance records, and assisting with capital improvement efforts.Essential ResponsibilitiesFacilities Administration & OperationsManage and maintain accurate records of vendor contracts, maintenance logs, service agreements, inspection reports, and compliance documentation.Organize and maintain supply closets, storage areas, and off-site storage spaces, including inventory management and restocking coordination.Support the processing of purchase orders, quotes, and vendor invoices; forward to management and ensure appropriate documentation is filed.Track and schedule preventative maintenance, repairs, inspections, and facility services across all sites, in collaboration with the Building Engineer and Facilities Director.Maintain centralized facilities calendars and service schedules.Support communication and coordination with vendors, contractors, and service providers for ongoing work or one-time projects.Assist in preparing reports, presentations, and correspondence related to facilities operations, safety audits, and compliance.Facilities Project SupportAssist with the distribution and tracking of project plans, specifications, and contract documents for renovation and construction projects.Monitor construction and renovation timelines; help document issues, updates, and vendor performance related to project milestones.Support the development and implementation of new or improved Facilities systems, including databases, tracking tools, or digital workflow systems.Coordinate logistics and document tracking with architects, engineers, designers, and other consultants.QualificationsRequired:At least 3 years of experience in administrative, facilities, or operations support roles—preferably in a nonprofit, multi-site, or healthcare-related organization.Strong organizational skills with the ability to manage multiple projects, maintain detailed records, and meet deadlines.Excellent written and verbal communication skills, with a professional and courteous demeanor.Proficiency with Google Workspace (Docs, Sheets, Gmail, Calendar); experience with or willingness to learn Salesforce and facilities tracking systems.Flexible and adaptable, with a positive, team-oriented attitude and a willingness to step into multiple roles as needed.Able to work independently, exercise sound judgment, and maintain confidentiality.Demonstrated ability to work collaboratively with a diverse team and uphold commitments to social justice and racial equity. Willingness to learn and carry out Bread for the City’s commitments to building a socially just, racially equitable, and gender affirming culture. We define racial equity as a world where life outcomes, life chances, and life experiences cannot be predicted by race. We define a gender affirming culture as spaces that make people feel radically comfortable and safer expressing their gender identity, especially for trans and gender non-conforming people. We see racial equity work as inherently tied to all other forms of anti-oppression work; we are building a community that prioritizes Black, Indigenous, and all People of the Global Majority, DC natives, transgender and gender non-conforming people, disabled people, and all historically oppressed and marginalized people at Bread and beyond. Preferred:Experience working with vendor and contractor coordination, maintenance tracking, or compliance documentation.Familiarity with construction/renovation support tasks and capital project workflows.Experience supporting front desk or intake functions in a professional setting.Knowledge of compliance standards such as HRSA, OSHA, or local building codes.Cultural Fit:Commitment to Bread for the City’s mission, values of social justice, and service to low-income communities.Willingness to work in a collaborative, fast-paced, and community-centered environment.A cooperative spirit, flexibility, and a sense of humor in the face of daily challenges.