Facilities Administrator

Aston Carter•Colwich, KS

5d•$18 - $18•Hybrid

About The Position

The Facilities Administrator supports the facilities management team in delivering high-quality service to retail clients. The role coordinates work orders, manages vendor interactions, and supports contract and service-level agreement (SLA) compliance. It is a temporary contract role expected to run through the end of the year, with potential long-term opportunities. The position provides hands-on experience in facilities operations, vendor management, and invoice auditing in a fast-paced, customer-focused environment. The role is hybrid in Colwich, Kansas, with in-office work Monday through Thursday and remote work on Fridays. The position involves high-volume calls, dispatching, and coordination with contractors and retail stakeholders, and uses Microsoft Office, technology platforms, and work order management systems.

Requirements

At least 1 year of customer service experience in a high-volume, fast-paced environment.
High School Diploma or GED.
Ability to type at least 35 words per minute.
Strong customer service orientation and excellent verbal and written communication skills.
Ability to prioritize multiple tasks and meet deadlines in a dynamic setting.
Excellent organizational skills and strong attention to detail.
Ability to work independently, take initiative, and follow through on assignments.
Basic proficiency with Microsoft Office and technology platforms.
Comfort performing basic mathematical calculations for invoice review and reporting.
Dependable work style with strong accountability and follow-through.
Ability to handle high-volume calls and coordinate dispatch activities.
General administrative support skills, including data entry and order processing.

Nice To Haves

Some college coursework or a degree.
Experience in facilities management, property management, maintenance coordination, dispatching, vendor management, or administrative support.
Familiarity with work order management systems and technology platforms used in facilities operations.
Basic understanding of building systems, including HVAC, electrical, and plumbing.
Experience reviewing invoices, service contracts, or vendor documentation.
Exposure to retail environments or retail customer service.
Knowledge of facilities maintenance processes and terminology.
Ability to collaborate effectively within a team that values accountability, customer service, and continuous improvement.
Interest in developing skills in SLA tracking, vendor performance management, and contract compliance.

Responsibilities

Assist the facilities manager with client inquiries and concerns, ensuring timely, professional issue resolution.
Follow up with contractors to support timely work order execution and closeout according to the facilities manager’s direction.
Use manager-provided reports to identify and escalate open work orders at risk of missing customer SLAs, including issues involving technician-to-site compliance, budgets, IVR usage, and process compliance.
Follow up on completed work orders to obtain contractor invoices and supporting documentation required for contract compliance.
Audit final contractor invoices against manager and client approval criteria, contracted rates, markups, and client contract requirements.
Assist the manager in monitoring and assessing contractor performance, escalating concerns and contributing to continuous improvement.
Use technology platforms and work order management tools to document facilities activities, status updates, and contractor communications.
Perform data entry and administrative tasks related to work orders, dispatching, and order processing in a high-volume environment.
Handle high-volume calls and communicate with contractors, vendors, and retail stakeholders in a customer service-oriented manner.
Perform basic calculations to review invoices, budgets, and reporting data for accuracy and compliance.
Prioritize tasks, manage deadlines, and maintain organized records to support facilities operations.
Work collaboratively with the facilities team while also working independently and taking initiative to resolve issues.
Contribute to a positive, accountable, customer-focused team culture emphasizing service quality and continuous improvement.