Position Summary The Facilities Engineering Administrator provides administrative and operational support to the Facilities Engineering Department, including HVAC, Refrigeration, Energy Management, Maintenance, and Construction teams. This position serves as a central point of coordination for work orders, vendor communication, invoicing, reporting, compliance documentation, preventative maintenance programs, and departmental record keeping.

Reports To:

Director of Facilities Engineering Essential Duties & Responsibilities Administrative Support

• Provide day-to-day administrative support to Facilities Engineering leadership.
• Maintain departmental files, contracts, warranties, permits, and equipment records.
• Coordinate meetings, site visits, schedules, and communications.
• Prepare reports, presentations, meeting minutes, and correspondence. Work Order & Maintenance Coordination
• Create, track, and close work orders in ServiceChannel or similar CMMS platforms.
• Monitor preventative maintenance schedules and compliance.
• Follow up with vendors and field teams regarding proposals, status updates, and completion documentation.
• Coordinate emergency service requests and stakeholder communication. Vendor Management
• Serve as liaison between stores, contractors, suppliers, and internal teams.
• Track vendor performance and response metrics.
• Assist with contractor onboarding and compliance requirements.
• Coordinate equipment deliveries, parts orders, and service scheduling. Financial & Budget Administration
• Process invoices, purchase orders, and capital expenditure documentation.
• Track maintenance and capital spend by store, trade, category, and project.
• Assist with budget preparation, forecasting, and reporting.
• Review invoices for coding accuracy and approval compliance. HVAC, Refrigeration & Energy Support
• Maintain equipment asset inventories and warranty records.
• Track equipment replacement planning and end-of-life projections.
• Support utility, energy, and sustainability reporting initiatives.
• Assist with preventative maintenance and asset management programs. Reporting & Compliance
• Generate recurring reports and performance metrics.
• Maintain inspection, permit, and compliance documentation.
• Support audit readiness and record retention requirements.
• Assist with regulatory reporting and documentation requirements. Minimum Qualifications
• Associate degree in Business Administration, Facilities Management, Construction Management, or related field preferred.
• 2+ years of administrative, facilities, maintenance, construction, or property management experience.
• Proficiency with Microsoft Office Suite.
• Experience with CMMS platforms such as ServiceChannel, Corrigo, Connect+, or equivalent.
• Strong organizational, communication, and multitasking skills. Preferred Qualifications
• Experience supporting Facilities, Construction, HVAC, or Refrigeration operations.
• Knowledge of preventative maintenance programs and vendor management.
• Experience processing invoices, budgets, and capital projects.