Facilities Administrator

Glovis•Irvine, CA

2d•Onsite

About The Position

The Facilities & General Affairs Administrative Coordinator provides administrative and operational support for company facilities and workplace functions. The role supports daily office operations, purchasing and invoice administration, vendor coordination, facility service requests, security and access administration, company assets, workplace projects, and departmental reporting. It is a point of contact for routine facilities needs and helps ensure accurate documentation, timely follow-up, and efficient service delivery across assigned locations. The position is located in GLOVIS America’s Irvine, California office and works in a typical office environment with low-level noise exposure. Compensation is listed as $68,000–$75,000 per year, subject to a compensation study upon candidate selection.

Requirements

Bachelor’s degree required.
3–5 years of facilities maintenance experience.
Knowledge of general office and facilities administration practices, including records, schedules, supplies, and service coordination.
Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
Ability to accurately create and track purchase requests, invoices, vendor documents, and supporting records.
Strong organization, attention to detail, follow-through, and ability to manage competing priorities.
Strong customer service and written and verbal communication skills.
Ability to coordinate effectively with employees, vendors, landlords, property management, and internal departments.
Ability to review documents, quotations, forms, and correspondence for accuracy and completeness.

Nice To Haves

Experience with SAP, electronic document systems, work order systems, or similar business platforms.
Basic understanding of access control, badges, keys, CCTV, visitor management, or other workplace security processes.

Responsibilities

Coordinate routine facility maintenance requests, work orders, repairs, inspections, and vendor visits for assigned locations.
Maintain facility issue logs, service trackers, department records, files, schedules, and supporting documentation.
Support office moves, furniture installations, workstation changes, conference rooms, break areas, office equipment, signage, and workplace improvements.
Conduct routine facility walks, document conditions, escalate issues, and track corrective actions through completion.
Create purchase requests and support purchase order processing for facility, office, security, and workplace needs.
Review invoices for accuracy, coding, approvals, and supporting documentation; track payment status and resolve routine discrepancies.
Assist with vendor onboarding, including applications, tax forms, banking verification, certificates of insurance, quotations, and required approvals.
Maintain purchasing, invoice, vendor, asset, facility, and project trackers and prepare routine status reports.
Support monthly accruals, budget tracking, credit card reconciliation, and General Affairs account documentation as assigned.
Assist with company vehicle records, registrations, maintenance scheduling, deliveries, transfers, and related documentation as assigned.
Support office relocations, renovations, facility upgrades, events, and other General Affairs projects by tracking schedules, quotations, approvals, deliverables, and closeout documents.
Prepare correspondence, presentations, meeting materials, checklists, and process documentation.

Benefits

Medical insurance
Vision insurance
Dental insurance
Health Care and Dependent Care Flexible Spending Accounts (FSA)
Basic Life and AD&D insurance
Short-term and long-term disability insurance
Paid vacation, 14 holidays, and sick leave
Hospital and Critical Illness Insurance
Wellness Program and Gym Reimbursement
401(k) with generous matching
Referral bonuses
Auto allowance
Quarterly employee lunches, summer refreshments, and monthly team-building activities
Discretionary bonuses
Tuition reimbursement