Facilities & Safety Administrator II

Fullsight•Warrendale, PA

3d•Hybrid

About The Position

The Facilities & Safety Administrator II provides day-to-day operational and administrative support for company facilities across multiple office locations. The role assists with facilities purchasing and invoice processing, systems data entry and maintenance, safety program participation, access control administration, and space coordination. The position supports the Safety Committee and handles routine facilities and vendor-related tasks within established guidelines, referring complex or unusual matters to the supervisor. The position also provides backup support to the Mechanical Maintenance position as required.

Requirements

Associate's degree or equivalent work experience in facilities management, building operations, or a related field
Experience in facilities administration, procurement coordination, or operations support
Experience administering facilities platforms such as CMMS, visitor management, access control, CCTV, or mass notification systems
Working knowledge of facilities systems, access control platforms, and vendor coordination
Experience supporting or participating in workplace safety programs or committees
Strong organizational skills, attention to detail, and ability to manage multiple priorities
Effective communication skills and ability to work cross-functionally

Nice To Haves

Bachelor's degree in Facilities Management, Business Administration, Operations, or a related field
Experience supporting facilities operations in a multi-site corporate environment
Familiarity with access control, CCTV, visitor management, and mass notification systems
Experience administering systems such as Wisp, Alertus, Envoy, or Speco Technologies
Prior experience chairing or supporting a workplace safety committee
Basic understanding of OSHA, NFPA, or workplace safety standards
Experience coordinating office moves, space reconfigurations, or site decommissioning activities
Exposure to vendor contract coordination and service provider management
Proficiency with ERP or procurement systems for purchase orders and invoice reconciliation
Facilities Management or Safety-related certifications such as FMP, IFMA SFP, or OSHA 10/30

Responsibilities

Process purchase order requisitions for facilities, maintenance, and capital-related expenditures in accordance with company procurement policies
Reconcile facilities-related invoices with Accounts Payable, resolve discrepancies, and support accurate financial reporting
Support and maintain facilities-related systems (e.g., computerized maintenance management, visitor management, access control, life-safety, space planning, and notification platforms), assisting with data entry, system upkeep, reporting, and user access updates
Participate as a member of the Safety Committee, assisting with meeting preparation, documentation, and follow-up on corrective measures
Support physical security and access control systems, including programming employee ID badges, updating access levels, and assisting with periodic audits
Assist with office reconfigurations, furniture moves, and space changes, coordinating with internal stakeholders and external service providers as directed
Provide facilities support for additional office locations including site visits, office decommissioning, and serving as facilities point of contact
Assist with vendor coordination within established parameters, support administration of existing service contracts, and track vendor performance, escalating matters as appropriate
Provide backup support for the Mechanical Maintenance functions, including assistance with preventive maintenance scheduling and vendor coordination
Serve as a point of contact for facilities service requests, addressing routine issues within established guidelines and escalating complex or high-impact matters as appropriate
Maintain facilities documentation, system records, safety logs, vendor files, and site condition reports
Support compliance with applicable safety regulations, building requirements, and internal policies