Office Facilities / Administrator

Hoffman & Hoffman Inc•Suwanee, GA

6h•Onsite

About The Position

The Office & Facilities Administrator ensures smooth operations of shared Hoffman Family of Companies office facilities and acts as the central coordination point between multiple tenant companies for office services, communication, and shared resources.

Requirements

High school diploma or equivalent required; additional training or coursework in office administration, facilities, or operations is a plus.
Strong organization and time management, with ability to balance requests from multiple companies.
Clear written and verbal communication, able to communicate rules and updates diplomatically with the ability to remain neutral, fair, and consistent between tenant companies.
Problem-solving and initiative in addressing facilities issues and improving shared processes.
Positive attitude, adaptability, and a sense of humor.

Responsibilities

Oversee day-to-day operation of shared spaces (reception, meeting rooms, kitchens, copy areas, storage). Keep shared areas stocked with needed supplies. Monitor cleanliness, safety, and compliance with building rules; escalate issues as needed.
Log and coordinate facility maintenance requests with landlords, vendors, and building management.
Manage relationships with cleaning, security, maintenance, office supplies, and IT support providers.
Organize and communicate shared policies for space usage, health & safety procedures, and visitor protocols.
Maintain contact list for all tenant organizations. Including desk assignments, and shared storage allocations. Coordinate minor office relocations, seating assignments and temporary office space needs.
Coordinating bookings and usage of shared meeting rooms, event spaces, and equipment.
Manage building access cards, keys, and visitors passes across companies
Support health, safety, and emergency procedures (fire drills, incident reporting).
Handle central reception duties: greeting visitors, handling incoming mail/packages, central phone line/email.
Maintain shared office information: notice boards, digital info hub, emergency contacts, building guides.
Assist in organizing shared office events involving multiple companies. In addition to Client events (meetings, lunches, etc.)
Support initiatives that improve collaboration and a positive environment across all organizations.