Assistant Facilities Administrator

Job Description

Job Description

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