Assistant Facilities Administrator

Position Summary The Assistant Facilities Manager supports the day-to-day administrative and operational functions of the Facilities Department. This role is primarily office-based and focuses on coordinating projects, managing work orders, maintaining documentation, and supporting internal teams to ensure smooth execution of facilities-related work. This is an ideal role for someone highly organized, detail-oriented, and interested in facilities or construction operations, with opportunities for growth within the company. Key Responsibilities Project & Facilities Coordination Support Facilities Management in planning and organizing construction and maintenance projects Assist in developing project plans, schedules, and documentation Track project progress and flag delays or issues to leadership Coordinate communication between internal teams, clients, and subcontractors Work Order & Systems Management Manage and respond to work orders through appropriate channels (Corrigo, 360, email requests) Organize and track work orders to ensure timely completion Maintain accurate records in systems such as UpKeep and Procore Administrative Support Provide administrative support including proposals, invoices, reports, and client correspondence Maintain organized filing systems (digital and hard copy) for project tracking Assist in managing calendars, including proposal deadlines and project timelines Support compliance with township and municipal requirements Insurance & Vendor Coordination Maintain and track insurance documentation for subcontractors and company compliance Coordinate onboarding and vetting of subcontractors through insurance procedures Work with the Director of Insurance to ensure all documentation is complete Financial & Budget Tracking Assist in monitoring project expenses and tracking budgets Support cost reporting and documentation for facilities projects General Operations Support Provide day-to-day support to the Facilities Department Assist in maintaining key logs, status tracking, and internal reporting Help ensure compliance with company processes and procedures Qualifications Experience & Skills 1-3 years of experience in an administrative, operations, or coordinator role (facilities or construction industry is a plus, not required) Strong organizational and multitasking skills Excellent communication skills (written and verbal) Comfortable working with multiple systems and tracking tools Proficiency in Microsoft Office (Excel, Outlook, Word) Experience with platforms like Procore, UpKeep, or Corrigo is a plus Requirements Ability to work full-time in an office setting Strong attention to detail and ability to manage multiple priorities Interest in facilities management or construction operations preferred Work Environment Full-time, in-office position Fast-paced, team-oriented environment supporting multiple projects Compensation & Benefits Medical, Dental, Vision, and Pet Insurance (eligible after 60 days) Opportunities for advancement and growth within the company