Administration Manager - Facilities

Thermo Fisher Scientific•Richmond, VA

4d•Onsite

About The Position

This is a fully onsite role based at our BioAnalytical in Richmond, VA. We welcome applicants from all locations within the US. Please note that relocation assistance is not provided for this position, and any relocation costs will be the responsibility of the candidate. Must be legally authorized to work in the United States without sponsorship. Must be able to pass a comprehensive background check, which includes a drug screening. The working schedule for this role is Monday - Friday from ~8AM-5PM. At Thermo Fisher Scientific, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life - enabling our customers to make the world healthier, cleaner and safer. We provide our teams with the resources needed to achieve individual career goals while taking science a step beyond through research, development and delivery of life-changing therapies. With clinical trials conducted in 100+ countries and ongoing development of novel frameworks for clinical research through our PPD clinical research portfolio, our work spans laboratory, digital and decentralized clinical trial services. Your determination to deliver quality and accuracy will improve health outcomes that people and communities depend on – now and in the future. The Facilities & Security Operations Administrator provides comprehensive operational, administrative, and supervisory support to ensure the safe, efficient, and compliant operation of the workplace. This role serves as a central point of coordination across facilities management, security systems, access control, front desk operations, and executive support, while partnering closely with leadership, HR, EHS, vendors, and property management teams.

Requirements

Previous experience that provides the knowledge, skills, and abilities to perform the job (comparable to 5+ years).
1+ year of leadership responsibility
In some cases an equivalency, consisting of a combination of appropriate education, training and/or directly related experience, will be considered sufficient for an individual to meet the requirements of the role.
Strong organizational and multitasking skills
Knowledge of access control, security systems, and facilities operations
Vendor management and work order coordination
Excellent written and verbal communication
Attention to detail and compliance-focused mindset
Ability to supervise staff and manage day-to-day operations
Proficiency in reporting, data tracking, and administrative systems

Responsibilities

Facilities and Workplace Operations Administer and manage all conference room scheduling, including approval of requests and coordination for client audits and executive meetings.
Support onsite meetings and visits in partnership with Executive Assistants.
Maintain ongoing seating charts, locker assignments, employee name tags, and parking monitoring.
Coordinate quarterly food truck schedules and vending machine services, including processing refunds.
Work with architects on building drawings and space planning initiatives.
Obtain building badges for employees requiring access to other facilities through external property management teams.
Security, Access Control and Surveillance Serve as administrator for badge systems, including: New hire badge processing Temporary and vendor badges Replacement badges for lost or damaged credentials Assigning and maintaining access levels Maintain inventory of temporary and vendor badges.
Conduct semi-annual access reviews and reporting.
Troubleshoot badge reader issues and respond to access-related incidents.
Administer the Milestone camera system.
Supervise daily operations of the security team and provide front desk backup coverage as needed.
Safety, Compliance & Inspections Monitor and respond to alarms from fire panel systems.
Schedule and coordinate inspections for: Fire panels Generators (monthly and annual) Pest control (monthly and annual)
Assist EHS with fire drills and safety-related initiatives.
Respond to and address audit findings related to facilities, security, and compliance.
Vendor & Work Order Management Schedule work orders and manage vendor coordination, including: ADT Johnson Controls Vending and market providers Obtain purchase orders (POs) as required.
Coordinate repairs, inspections, and service follow-ups.
Reporting, Data & Administration Produce annual, quarterly, and monthly operational reports.
Pull and analyze transaction reports for HR (approximately 10–15 hours per week).
Gather and input environmental data for billing purposes.
Liaise with Dominion Energy regarding billing issues and power outages.
Front Desk & Team Supervision Supervise the receptionist and provide onboarding and training.
Provide backup coverage for front desk and security operations as needed.
Support daily front-of-house operations to ensure a professional employee and visitor experience.