Facilities Support D

L3HHCM20•Anaheim, CA

21h•$54,000 - $116,000

About The Position

Under general supervision, the Facilities Support Specialist provides comprehensive administrative, operational, and systems support to the Facilities Management Department. The position serves as the primary administrator for the Archibus CMMS and Space Management platform, coordinating preventive and corrective maintenance workflows, vendor management, indirect procurement (Ariba) actions, and internal service requests. This role is critical in reclaiming technician productivity by assuming administrative responsibilities related to work order management, vendor coordination, and purchasing activities. It ensures accurate data management, audit-ready documentation, and effective collaboration between Facilities, EHS, Security, Procurement, Accounting, IT, and other departments. The position requires flexibility to handle unplanned or urgent facility needs while maintaining focus on preventive and administrative priorities.

Requirements

Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associate’s Degree with a minimum of 4 years of prior related experience. Minimum of three years’ experience in facilities coordination, operations, or administrative support.
Proficiency with CMMS platforms (Archibus preferred).
4-8 years’ experience Microsoft Office Suite and general business systems (Ariba or equivalent).

Nice To Haves

Excellent communication, organizational, and problem-solving skills.
Ability to handle multiple priorities in a fast-paced environment.
Strong attention to detail and commitment to maintaining accurate records.
Experience in vendor management, purchasing coordination, and facilities compliance.
Familiarity with construction or maintenance workflows.
Demonstrated ability to support audits, safety programs, or preventive maintenance systems.
Experience supporting cross-functional teams within a corporate, industrial, or technical setting.

Responsibilities

Serve as the system administrator for Archibus CMMS and Space Management modules.
Create, assign, and close work orders for preventive, corrective, and project-related tasks.
Maintain PM schedules and task libraries to ensure timely completion and compliance.
Track technician workload, service requests, and backlog performance.
Generate weekly, monthly, and quarterly reports for Facilities leadership.
Manage vendor vetting, documentation, and compliance tracking.
Collect, review, and maintain vendor qualification documents including W-9, NDA/PIA, Certificates of Insurance, EH&S certification, and eligibility letters.
Coordinate service visits, job walks, and vendor scheduling.
Maintain the Facilities vendor contact list and renewal log for service agreements.
Support vendor scorecards and compliance reviews in coordination with corporate standards.
Prepare and submit purchase requisitions in Ariba.
Track purchase orders, verify available funding, and maintain active PO logs.
Coordinate invoice routing, approval, and payment follow-up.
Support budget tracking, cost reporting, and accrual preparation.
Act as the primary point of contact for internal service requests and facilities-related concerns.
Log, triage, and assign HelpDesk tickets to the appropriate technician or vendor.
Coordinate ergonomic assessments and follow-up corrective actions.
Manage small furniture or equipment orders related to safety, comfort, or workspace optimization.
Maintain documentation libraries for preventive maintenance, inspections, and compliance records.
Support Facilities’ annual Business Continuity Plan (BCP) updates and document control.
Ensure all required supporting documentation is uploaded into CMMS for audit traceability.
Prepare and present Facilities documentation during corporate audits or compliance reviews.
Coordinate preventive maintenance and project schedules with internal teams and contractors.
Provide administrative support for ongoing projects, including reporting and task tracking.
Support cross-functional activities such as space utilization updates and facility moves.
Serve as the Facilities point of contact for fleet vehicle reservations and key control.
Maintain driver eligibility records, registration renewals, insurance cards, and inspection logs.
Coordinate vendor visits, contractor access, and visitor notifications.
Provide general administrative assistance to Facilities leadership as required.