Property & Facilities Administrator

Provides administrative and operational support to the Property & Facilities Department, with primary responsibility for purchasing and invoice administration, vendor and contract records, maintenance and project documentation, asset records, workplace logistics, and departmental reporting. Coordinates with internal departments, office coordinators, property management, contractors, and vendors to support efficient facility operations and accurate recordkeeping.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative support to the Property & Facilities Department, including preparing correspondence and reports and maintaining departmental procedures, forms, records, and reference materials.
• Prepare, submit, and track purchase orders. Review invoices for completeness and accuracy; verify pricing against approved proposals, contracts, and service agreements; assign appropriate accounting allocations; coordinate processing with Accounting; and retain supporting documentation.
• Coordinate vendor appointments, work orders, preventive maintenance schedules, recurring service contracts, and follow-up communications with office coordinators, building management, vendors, and internal departments.
• Maintain vendor and contract records, including contact information, Certificates of Insurance, service agreements, compliance and onboarding documentation, expiration dates, and renewal reminders.
• Maintain fixed asset records for furniture, fixtures, equipment, artwork, and other Company assets. Coordinate with Accounting on additions, transfers, disposals, inventories, and supporting documentation.
• Coordinate the administrative and logistical aspects of office moves, employee relocations, workstation reconfigurations, furniture installations, and equipment deliveries with Information Services, Security, movers, office coordinators, and other stakeholders.
• Maintain conference room and training room setup schedules, room-layout standards, furniture and linen inventories, and related setup materials. Coordinate setup requests and help ensure furniture, accessories, and supplies are maintained and available.
• Maintain artwork inventory records, location plans, floor plans, photographs, and related databases, including documentation of relocations, conservation activities, acquisitions, and dispositions.
• Maintain the department design library, finish samples, furniture standards, and product literature; coordinate sample requests and vendor-representative meetings as needed.
• Maintain complete project records throughout planning, implementation, and closeout, including project logs, contracts, purchase orders, change orders, permits, warranties, operations and maintenance manuals, as-built drawings, equipment documentation, attic-stock inventories, commissioning documents, and other required records.
• Coordinate project closeout by obtaining, reviewing, organizing, distributing, and retaining required documentation in accordance with Company record-retention requirements.
• Develop and maintain departmental databases, tracking spreadsheets, reports, dashboards, maintenance histories, emergency-contact information, and archived project files.
• Serve as a primary administrative contact for office coordinators, vendors, property and building management, contractors, Accounting, and other internal departments regarding purchasing, scheduling, documentation, contracts, invoices, and related matters. Track outstanding action items and maintain effective working relationships with internal and external customers.
• Perform other duties and special projects as assigned by management.

EDUCATION AND/OR EXPERIENCE

• Associate's degree in Business Administration, Facilities Management, Accounting, Construction Management, or a related field preferred; bachelor's degree is a plus.
• Minimum of two years of progressively responsible administrative experience supporting facilities management, corporate real estate, property management, construction, architecture, engineering, or a related business environment.
• Experience with purchase orders, invoices, budget tracking, vendor and contract records, Certificates of Insurance, fixed assets, office moves, project documentation, or document-retention systems preferred.
• Experience with a computerized maintenance management system (CMMS), enterprise resource planning system (ERP), asset-management software, or project-management software preferred.
• Equivalent combination of education and experience may be considered.

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent organizational, planning, time-management, and administrative skills, with the ability to prioritize multiple assignments and meet deadlines with limited supervision.
• Strong attention to detail and commitment to accuracy, quality, accountability, and complete documentation.
• Working knowledge of purchasing, invoice processing, vendor administration, contract tracking, fixed assets, and project-document control.
• Advanced proficiency in Microsoft Excel, Outlook, Word, and PowerPoint; ability to learn and use facilities, accounting, asset-management, and project-management systems.
• Effective verbal and written communication skills and the ability to provide responsive, professional customer service.
• Sound judgment, initiative, adaptability, and practical problem-solving skills.
• Ability to coordinate effectively with employees, office coordinators, vendors, contractors, property management, and internal support departments.
• Ability to maintain confidentiality and handle sensitive business, vendor, financial, and facility information appropriately.
• Ability to work independently and collaboratively in a service-oriented, deadline-driven environment.

PHYSICAL DEMANDS

• Regularly required to sit or stand for extended periods of time.
• Regularly required to use hands to operate a computer keyboard, standard office equipment, or tools.
• Regularly requires the ability to speak and hear and to use close and distance vision, color vision, and the ability to adjust focus.
• Occasionally required to walk, bend, reach, or move throughout office and facility areas.
• Occasionally required to lift, carry, and/or move up to 25 pounds.