Facilities Administrator

ATLANTA MISSION•Atlanta, GA

2d•$49,000 - $55,000•Hybrid

About The Position

The Facilities Administrator plays a critical role in ensuring Atlanta Mission's campuses are safe, operational, responsive, and well-supported. This is a hybrid administrative and operational role. This position serves as the central coordinator for facilities administration, project coordination, safety activities, fleet operations, work-order management, purchasing and budget tracking, and related operational systems. In addition to administrative responsibilities, the Facilities Administrator is expected to provide hands-on support with preventive maintenance, minor facility repairs, campus upkeep, and other Facilities activities as workload and departmental needs allow. Working closely with the Director of Engineering, Facilities team, operational leadership, campus leaders, vendors, and other departments, the Facilities Administrator drives communication, documentation, coordination, and follow-through across multiple campuses. This role helps identify issues before they become larger problems, keeps projects and operational priorities moving forward, ensures important requests and compliance requirements do not fall through the cracks, and supports the continuous improvement of Atlanta Mission's facilities and operational processes.

Requirements

Minimum of two years of experience in facilities administration, facilities coordination, operations, property management, fleet administration, or a related field.
Demonstrated ability to manage multiple priorities, deadlines, projects, and stakeholders simultaneously.
Strong organizational skills with exceptional attention to detail and follow-through.
Strong written and verbal communication skills and the ability to communicate effectively across multiple levels of the organization.
Experience maintaining records, tracking budgets or expenses, and coordinating vendors or service providers.
Ability to analyze operational information, identify recurring issues, and recommend practical solutions.
Proficiency with Microsoft Word, Excel, Outlook, and other business systems.
Ability to travel regularly between Atlanta Mission campuses and respond to urgent needs.
Ability to perform work in both office and facility environments, including sitting, standing, walking, and conducting campus walkthroughs.
Ability to regularly operate a computer and other standard office equipment.
Ability to navigate facility environments, including mechanical, residential, exterior, and operational areas as necessary.
Ability to occasionally lift and carry up to 25 pounds.

Nice To Haves

The Facilities Administrator may be required to assist with urgent facility, safety, weather, public-health, or other organizational emergencies outside of normal business hours.
Work schedules and responsibilities may change based on organizational and operational needs.

Responsibilities

Administer the facilities work-order system, including reviewing, entering, prioritizing, assigning, tracking, and following up on requests through completion.
Monitor open, aging, and overdue work orders and coordinate with Director of Engineering, Facilities staff and campus leaders to address outstanding needs.
Coordinate communication and follow-up for after-hours and emergency facility needs, ensuring appropriate team members and vendors are engaged when needed.
Conduct routine campus walkthroughs and site visits to proactively identify facility, safety, and operational concerns and initiate appropriate corrective actions or work orders.
Maintain clear and proactive communication with campus leadership regarding facility issues, project status, service interruptions, and anticipated resolution timelines.
Support the Director of Engineering with preventive maintenance initiatives, vendor coordination, equipment and asset management, and other departmental priorities.
Provide hands-on support to the Facilities team with routine preventive maintenance, minor repairs, and general campus upkeep.
Assist with assigned preventive maintenance tasks and recurring facility inspections across Atlanta Mission campuses.
Perform basic maintenance tasks such as painting and touch-up painting, replacing ceiling tiles, changing light bulbs, minor hardware repairs, and other routine facility needs within the employee’s abilities and training.
Assist Site Engineers and Maintenance Technicians with completing work orders and preventive maintenance tasks when additional support is needed.
Support designated campus maintenance needs, including MSC and other Atlanta Mission locations, as assigned by the Director of Engineering.
Maintain flexibility between administrative responsibilities and field-based Facilities support based on departmental priorities and operational needs.
Assist the Director of Engineering with the planning, coordination, and execution of facilities projects, capital improvements, renovations, equipment replacements, and other assigned initiatives.
Develop and maintain project schedules, task lists, budgets, documentation, and status updates to help ensure projects remain on schedule and within approved budgets.
Coordinate project activities among Facilities staff, campus leadership, vendors, contractors, and other internal stakeholders.
Track project milestones, deliverables, decisions, risks, dependencies, and outstanding action items and proactively follow up to keep projects moving forward.
Coordinate vendor and contractor scheduling, site access, proposals, documentation, and project-related communication.
Monitor project expenditures against approved budgets and assist with purchase orders, invoices, proposals, change orders, and other project documentation.
Provide regular project status updates to the Director of Engineering and key stakeholders, identifying potential delays, budget concerns, risks, or decisions requiring escalation.
Support project closeout, including punch-list completion, warranties, final invoices, project documentation, and transition to ongoing maintenance.
Coordinate safety protocols and practices across Atlanta Mission campuses to promote consistent implementation and compliance.
Coordinate and document required safety inspections, audits, drills, and corrective actions, tracking identified issues through resolution.
Partner with Facilities and campus leadership to identify and address safety concerns and escalate unresolved or significant risks appropriately.
Coordinate the inspection, maintenance, inventory, and documentation of emergency equipment and supplies, including first-aid kits and AEDs.
Maintain required safety, inspection, and compliance documentation and monitor upcoming deadlines, inspections, certifications, and renewals.
Coordinate campus emergency and safety drills and maintain documentation of participation, findings, and follow-up actions.
Partner with campus leadership to review and update emergency preparedness materials and support campus-level training.
Maintain visibility into outstanding safety findings and corrective actions and follow up with responsible parties to ensure timely resolution.
Coordinate day-to-day administration of Atlanta Mission's organizational fleet, including preventive maintenance, repairs, inspections, vehicle assignments, mileage, keys, and gas cards.
Organize and provide onboarding and training for new Atlanta Mission drivers, including vehicle-use expectations, safety requirements, organizational policies, and use of fleet technology.
Monitor driver safety, performance, and vehicle-use data through the fleet telematics system; identify trends or unsafe driving behaviors; and coordinate appropriate coaching, follow-up, or retraining with drivers and their supervisors.
Maintain the Atlanta Mission Approved Driver List and DOT-Certified Driver List, ensuring required records and documentation remain current.
Track driver certifications, insurance documentation, vehicle registrations, inspections, and other compliance requirements.
Coordinate DOT physical appointments and other required driver certifications.
Coordinate box-truck scheduling and logistics with campus teams.
Track fleet expenses and budget performance and provide regular reporting to the Director of Engineering.
Maintain accurate fleet records and identify recurring maintenance, cost, utilization, safety, or compliance concerns for leadership review.
Coordinate with vendors and Facilities leadership to ensure vehicles receive required preventive maintenance and repairs in a timely manner.
Coordinate purchasing and inventory of approved facilities and residential-living supplies within established budget parameters.
Process and code invoices accurately and timely and maintain purchase logs and supporting documentation.
Track departmental expenses against budget and provide routine reporting to the Director of Engineering.
Assist with tracking capital project expenditures and commitments against approved project budgets.
Maintain organized documentation for vendors, contracts, utilities, inspections, certifications, warranties, proposals, and other facilities-related records.
Coordinate administrative needs for departmental meetings, including scheduling, agendas, documentation, and follow-up on assigned action items.
Partner with campus and residential-living teams to identify recurring operational needs and coordinate practical solutions.
Assist the Director of Engineering with vendor proposals, purchasing documentation, and other administrative needs related to Facilities operations.
Maintain accurate records and documentation within facilities-related systems, including work-order, utility, access-control, security, fleet, and other operational platforms.
Support administration and coordination of Atlanta Mission's camera and related facility technology systems, escalating technical or operational issues as appropriate.
Maintain current facilities policies, procedures, emergency documentation, inspection records, and compliance requirements.
Maintain organized and accessible departmental records to support operational continuity, audits, budgeting, compliance, and long-term planning.
Identify opportunities to improve administrative processes, documentation, communication, and departmental efficiency.
Serve as a primary point of coordination between the Facilities team, campus leadership, vendors, contractors, and other organizational stakeholders.
Build strong working relationships across campuses that promote responsiveness, collaboration, and accountability.
Communicate clearly and proactively regarding open issues, priorities, deadlines, project status, and required follow-up.
Use field observations, work-order trends, safety findings, project information, and operational data to identify recurring issues and recommend improvements.
Take ownership of assigned projects and initiatives from planning through completion.
Proactively follow up on commitments, action items, and outstanding needs to ensure work continues moving forward.
Balance day-to-day operational responsibilities with longer-term projects, process improvements, and departmental priorities.
Provide timely, professional written and verbal communication to internal and external stakeholders.