Facility and Office Administrator

About the position

The Facility and Office Administrator is responsible for the comprehensive management of our office's daily operations and facility maintenance. This includes overseeing incoming and outgoing mail and packages, managing company inquiries, maintaining office supplies, coordinating facility maintenance and repairs, and providing essential administrative support. Crucially, this role includes on-call availability for facility-related emergencies.

Responsibilities

• Oversee daily facility operations, ensuring a clean, safe, and efficient work environment.
• Schedule and coordinate maintenance with vendors for equipment, HVAC, plumbing, electrical, etc.
• Troubleshoot facility problems and escalate issues as necessary.
• Maintain a clean and organized office environment.
• Serve as the primary point of contact for facility-related emergencies.
• Communicate with vendors for various services, including maintenance, supplies, and other office-related needs.
• Ensure timely service and maintain accurate records of facility maintenance and expenses.
• Process incoming and outgoing mail and packages, ensuring accurate delivery and record-keeping.
• Manage relationships with shipping vendors.
• Answer and direct incoming calls and inquiries, providing excellent customer service to visitors and employees.
• Maintain a professional and welcoming reception area.
• Monitor and maintain office supply inventory, placing orders as needed and ensuring cost-effectiveness.
• Organize and stock supplies in designated areas.
• Provide general administrative support to various departments, including preparing documents, scheduling meetings, and managing calendars.
• Assist with office event planning and execution.
• Other duties as assigned.

Requirements

• High school diploma or equivalent required; associate's degree or higher preferred.
• Two (2)+ years of experience as an Office Administrator, Facility Coordinator, or similar role.
• Experience in managing vendors and coordinating maintenance activities.
• Experience with shipping and receiving procedures.
• Strong knowledge of building systems and safety procedures.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management skills, with the ability to prioritize and multitask effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to troubleshoot and solve problems efficiently.
• On call availability, including weekends and holidays, to respond to any potential facility-related emergencies.