Assistant Facilities Administrator

Gregor Industries Inc•Huntington Station, NY

12d•$25 - $30•Onsite

About The Position

The Assistant Facilities Manager supports the day-to-day administrative and operational functions of the Facilities Department. This role is primarily office-based and focuses on coordinating projects, managing work orders, maintaining documentation, and supporting internal teams to ensure smooth execution of facilities-related work. This is an ideal role for someone highly organized, detail-oriented, and interested in facilities or construction operations, with opportunities for growth within the company.

Requirements

1–3 years of experience in an administrative, operations, or coordinator role (facilities or construction industry is a plus, not required)
Strong organizational and multitasking skills
Excellent communication skills (written and verbal)
Comfortable working with multiple systems and tracking tools
Proficiency in Microsoft Office (Excel, Outlook, Word)
Ability to work full-time in an office setting
Strong attention to detail and ability to manage multiple priorities
Interest in facilities management or construction operations preferred

Nice To Haves

Experience with platforms like Procore, UpKeep, or Corrigo is a plus

Responsibilities

Support Facilities Management in planning and organizing construction and maintenance projects
Assist in developing project plans, schedules, and documentation
Track project progress and flag delays or issues to leadership
Coordinate communication between internal teams, clients, and subcontractors
Manage and respond to work orders through appropriate channels (Corrigo, 360, email requests)
Organize and track work orders to ensure timely completion
Maintain accurate records in systems such as UpKeep and Procore
Provide administrative support including proposals, invoices, reports, and client correspondence
Maintain organized filing systems (digital and hard copy) for project tracking
Assist in managing calendars, including proposal deadlines and project timelines
Support compliance with township and municipal requirements
Maintain and track insurance documentation for subcontractors and company compliance
Coordinate onboarding and vetting of subcontractors through insurance procedures
Work with the Director of Insurance to ensure all documentation is complete
Assist in monitoring project expenses and tracking budgets
Support cost reporting and documentation for facilities projects
Provide day-to-day support to the Facilities Department
Assist in maintaining key logs, status tracking, and internal reporting
Help ensure compliance with company processes and procedures