What are the responsibilities and job description for the Facilities Administrator position at Intellectt Inc?
Job Title: Facilities Administrator
Location: Westfield, IN – 46074
Duration: 12 Months
Shift: 8:00 AM – 5:00 PM
Job Summary:
The Facilities Administrator is responsible for supporting facility operations through procurement coordination, maintenance planning, vendor management, and financial tracking. This role requires strong organizational skills and experience working with enterprise systems to ensure efficient execution of facility-related activities.
Key Responsibilities:
- Create and manage Purchase Requisitions (PRs) and Purchase Orders (POs) using Xiam
- Process invoices, submit payments, and handle invoice-related inquiries
- Track and follow up on payments within SAP
- Plan and schedule Preventative Maintenance (PM) and Demand Maintenance activities
- Coordinate with external vendors for maintenance, calibration, and service execution
- Collaborate with Buyers and Corporate teams for procurement and operational alignment
- Provide accrual data and financial impact details to the Finance team
- Maintain accurate records of maintenance schedules, vendor activities, and financial transactions
Required Skills & Qualifications:
- Experience with facility administration, maintenance coordination, or similar roles
- Proficiency in enterprise systems such as SAP, Maximo, and Xiam
- Strong understanding of procurement processes (PR/PO lifecycle)
- Experience in invoice processing and payment tracking
- Ability to coordinate with cross-functional teams and external vendors
- Strong organizational and communication skills
Preferred Qualifications:
- Prior experience in facilities management or manufacturing environment
- Familiarity with preventative maintenance and calibration processes
Work Environment:
- Onsite role based in Westfield, IN
- Standard business hours, Monday through Friday