Facilities Administrator

Aston Carter•Tucson, AZ

7d•$21 - $23•Onsite

About The Position

The Facilities Administrator oversees daily facilities operations by coordinating maintenance activities, managing budgets and accounts, and supporting the facilities team with comprehensive administrative and scheduling support. This role ensures that maintenance tasks are properly scheduled and executed, vendor relationships are effectively managed, and all facilities activities comply with health and safety regulations. The Facilities Administrator also maintains the maintenance management system, responds to emergencies, and helps implement best practices that keep the facility running efficiently.

Requirements

Bachelor's degree in Business Management, Business Administration, or a related field.
At least 3 years of experience in industrial administrative work.
Experience with maintenance management systems.
Proficiency in Microsoft Office, including Word, Outlook, and other relevant software applications.
Strong data entry skills with high attention to detail and accuracy.
Experience managing accounts and budgets, including basic accounting and budgeting activities.
Demonstrated experience with scheduling, including scheduling appointments, meetings, and maintenance activities.
Excellent communication skills, both verbal and written, with a customer service–oriented approach.
Strong negotiation skills for working with vendors and contractors.
Effective conflict resolution skills for handling issues related to facilities and operations.
Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
Ability to work in a fast-paced environment and remain resilient under pressure.
Experience providing clerical and administrative support in an office or facilities environment.

Nice To Haves

Customer service experience, particularly in an office or facilities setting.
Experience in office management and administrative support roles.
Comfort working at an open front desk area and interacting frequently with internal and external stakeholders.
Ability to handle inbound phone calls professionally and route requests efficiently.
Demonstrated resilience and adaptability when dealing with changing priorities and urgent issues.
Interest in a role that may begin as a short-term contract with potential to extend or transition to a long-term or permanent opportunity.

Responsibilities

Coordinate and manage all facilities maintenance activities to ensure smooth and efficient operations.
Create, process, and manage work orders, purchase orders, and invoices for facilities-related work.
Schedule, track, and ensure proper execution of preventive and corrective maintenance tasks.
Maintain and manage the maintenance management system, ensuring accurate and up-to-date records of all maintenance activities.
Build and maintain strong relationships with vendors and contractors, including negotiating pricing and contracts as needed.
Schedule meetings and appointments for the facilities team and management, ensuring calendars are well organized.
Provide clerical and administrative support to the facilities department, including data entry, document preparation, and filing.
Manage accounts and budgets related to facilities management, including tracking expenses and supporting budgeting processes.
Monitor and help ensure compliance with all applicable health and safety regulations within facilities operations.
Respond to emergency situations related to facilities and provide guidance and coordination as needed.
Handle inbound phone calls and inquiries related to facilities, providing excellent customer service and timely responses.
Resolve conflicts and issues related to facilities management and operations using strong communication and conflict resolution skills.
Implement and maintain best practices for facilities management to improve efficiency and service quality.
Support office management activities as needed, contributing to a well-organized and professional work environment.