What are the responsibilities and job description for the Facilities Project Administrator position at Gillespie Property Management?
Description
Gillespie Group, a real estate developer and property management company, is hiring for a project administrator to support our Facilities and Maintenance team! The ideal candidate has at least 3 years supporting a facilities, maintenance or construction department with office administration, project scheduling, compliance oversight and vendor communication.
This role is full-time and based in our home office in Lansing, MI.
Key Responsibilities include:
- Coordinate facilities and capital improvement projects, including tracking schedules, deliverables, and documentation to ensure timely execution and close-out.
- Serve as a central liaison across facilities, project teams, property management, and vendors to ensure alignment, communication, and proactive issue resolution.
- Prepare meeting notes, summaries, and work approval documentation to support clear communication and decision-making.
- Coordinate the bid review and budgeting process, ensuring alignment with project scope and providing accurate financial summaries.
- Schedule and track property inspections, ensuring compliance and timely follow-up on all required actions.
- Manage vendor relationships and administration, including database maintenance, onboarding, and ongoing coordination,
- Support and optimize project management systems (e.g., Microsoft Teams and Planner), including setup, organization, and process improvements.
- Provide operational and administrative support across facilities management, including security system oversight and continuous process improvement initiatives.
Requirements
- Completion of a High School Diploma, GED or equivalent
- Excellent written and verbal communication skills, with experience preparing meeting notes, summaries, and professional correspondence
- 3 years of experience in facilities management, project coordination, property management, or a related field
- Proficiency in Microsoft Office Suite, with hands-on experience using collaboration and project management tools (e.g., Microsoft Teams, Planner, or similar platforms)
- Experience supporting budgeting processes, including reviewing bids and preparing summary-level financial information
- Ability to work cross-functionally and serve as a liaison between departments, stakeholders, and external partners