Facilities Administrator

Glovis • Irvine, CA

2d • Onsite

About The Position

The Facilities & General Affairs Administrative Coordinator provides administrative and operational support for the company’s facilities and workplace functions. The position supports daily office operations, purchasing and invoice administration, vendor coordination, facility service requests, security and access administration, company assets, workplace projects, and departmental reporting. The role serves as a point of contact for routine facilities needs and helps ensure accurate documentation, timely follow-up, and efficient service delivery across assigned locations.

This position is located in the Irvine, California office. The work environment is a typical office environment with low-level noise exposure. The role requires prolonged sitting at a desk or computer, use of office equipment, and periods of standing, walking, bending, reaching, kneeling, pushing, and pulling. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Requirements

• Bachelor’s degree required.
• 7–11 years of experience in facilities maintenance.
• 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 create and track purchase requests, invoices, vendor documents, and supporting records accurately.
• 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 improvement activities.
• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level