Facilities Project Management Administrator

Facilities Project Management Administrator

Requirements

• Bachelor’s degree in Facilities Management, Business Administration, or a related field.
• 2-3 years of experience in facilities management or a related field.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Ability to work independently and as part of a team.
• Ability to read and interpret floor plans.

Responsibilities

• Assist with facilities projects, including writing reports, attending meetings, analyzing data, managing resources, creating schedules, updating and filing documentation, and tracking progress toward milestones.
• Coordinate project logistics and ensure timely completion of tasks.
• Assist with the procurement of materials for projects.
• Maintain project documentation.
• Reconcile the facility’s budget, including forecasting and monitoring expenditures to ensure financial efficiency.
• Process invoices and track expenses related to facility operations.
• Identify cost-saving opportunities and implement budget control measures.
• Generate budget reports for management.
• Maintain organized and up-to-date records of facility-related activities, including maintenance logs, vendor contracts, and budget reports.
• Prepare regular reports to upper management on facility operations and performance.
• Maintain accurate inventory of facility assets.
• Coordinate facilities requests and ensure timely resolution of issues.
• Assist with preventative maintenance schedules.
• Maintain floor plans, assist with space allocation and layout planning to optimize workspace utilization.
• Assist in the coordination of new hire placement, office moves, and adjustments to meet the evolving needs of the organization.
• Collaborate with departments to understand their space requirements and provide solutions.
• Negotiate and manage contracts with certain external vendors and service providers.
• Evaluate vendor performance and ensure adherence to contract terms and service level agreements.
• Maintain strong relationships with vendors to ensure timely and cost-effective service delivery.

Preferred Qualifications

• Experience with CMMS (Computerized Maintenance Management Systems).
• Experience with project management software.
• Knowledge of building systems and maintenance procedures a plus.
• Knowledge of budget management.