Facility Administrator (966)

American Builders and Contractors Supply Co•Beloit, WI

About The Position

The Facility Administrator defines authority, accountability, reporting relationships, responsibilities, and performance measures for facility construction projects. The role also assists branches with facility management to streamline operations and ensure maintenance is properly performed, documented, and approved. The position coordinates construction contracts and related documentation, monitors contractor insurance certificates, manages contract and legal requirements during construction, and supports invoicing and change-order review. It also tracks field-submitted inspections, responds to facility-related issues, and provides administrative support, guidance, and training to associates and field teams.

Requirements

Proficiency with Microsoft tools.
Proficiency with Smartsheet.
Database experience.
Ability to communicate with multiple levels of management and throughout the company hierarchy.
Ability to multitask and set priorities based on urgency.
Ability to communicate concisely and provide clear direction to internal and external associates.

Responsibilities

Coordinate assigned construction contracts and participate in and understand projects.
Review internal funding approvals and contract submissions for compliance; work with internal teams to address discrepancies or concerns.
Verify that required contractor documentation, including subcontractor and supplier listings and certificates of insurance, has been received before work begins; follow up as needed.
Enter contractor insurance certificates and monitor their validity throughout the project.
Distribute documents to applicable parties for signature when necessary and follow document-retention procedures for contracts and related documents.
Manage contract and legal requirements during construction and address contract discrepancies, deviations, or updates.
Ensure invoices have adequate breakdowns to meet accounting guidelines, working with internal teams or contractors as needed.
Submit payment requests to accounting with approval documents.
Review incoming contract change orders and associated documentation, route them to the appropriate contract specialist, and obtain additional breakdowns or documentation when required.
Follow up on project status when necessary.
Review, identify, track, and report on inspections submitted by the field in E Maint.
Answer phone calls and assist with resolving facility issues.
Provide administrative support, guidance, and training to fellow associates and field personnel.
Perform other duties as assigned.

Benefits

Health coverage, eligible after 60 days, with low out-of-pocket costs.
Dental coverage, eligible after 60 days, with low out-of-pocket costs.
Vision coverage, eligible after 60 days, with low out-of-pocket costs.
401(k) with generous company match; eligible after 60 days and immediately vested.
Employer-paid employee assistance program.
Employer-paid short-term and long-term disability.
Employer-paid life insurance.
Flexible spending.
Paid vacation.
Paid sick days.
Paid holidays.