Facilities Administrator

Hackensack Meridian Health•Tinton Falls, NJ

23h•$24•Onsite

About The Position

The Facilities Administrator serves as the primary point of contact for facility-related inquiries, managing daily operations, vendor coordination, and service requests across the network. This role oversees financial administrative tasks, including invoice processing, budget preparation, and property tax schedule maintenance. Additionally, the Facilities Administrator supports the Realty team, as directed, with payroll, office operations, and ensures vendor compliance with insurance and service standards.

Requirements

High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
Minimum of 1 year of administrative experience.
Excellent written and verbal communication skills.
Proficient computer skills that include but are not limited to Google Suite and/or Microsoft Office platforms.

Nice To Haves

Associate's or Bachelor's Degree.
PeopleSoft experience

Responsibilities

Serves as the primary point of contact for incoming calls and requests.
Initiates and dispatches work orders to outsourced vendors and contractors.
Communicates with site stakeholders regarding work scheduling, status updates, and any necessary coordination.
Initiates both utility account set ups for new properties, disconnects for expired leases, coordinates scheduling of meter change outs, and processes all utility invoices and invoice follow up for all sites.
Performs daily office functions including but not limited to: opening/sorting mail, answering phones and emails, scheduling meetings as requested by the Director, replenishing office supplies, filing, etc.
Assists with invoice processing, which includes accurate coding, managing purchase orders, handling check requests, and preparing comprehensive month-end transmittals.
Maintains and audits Vendor Service sheets for all managed sites, ensuring that service logs are current, accurate, and reflective of active contracts and performance standards.
Updates and maintains Certificate of Insurance for all vendors. Ensures all vendor Certificates of Insurance are current and compliant.
Actively investigates and resolves outstanding invoice issues and purchase order (P.O.) exceptions. This includes addressing landlord inquiries, clarifying payment status and troubleshooting vendor account discrepancies.
Assist with preparation of both operating and capital budgets.
Supports the Realty team in the maintenance of property tax schedules, ensuring accurate record-keeping and timely updates to reflect changes in the property portfolio.
Other duties and/or projects as assigned.
Adheres to HMH Organizational competencies and standards of behavior.