Office & Facilities Administrator

Texas Airsystems - Irving, TX

Full-time - Mid Level

Irving, TX

501-1,000 employees

Machinery Manufacturing

About the position

The Office & Facilities Administrator at Texas AirSystems is responsible for ensuring the effective operation and maintenance of the organization's facilities and infrastructure. This role involves overseeing facility maintenance, managing vendor relationships, coordinating repairs and renovations, and ensuring compliance with safety and regulatory standards. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks and projects simultaneously.

Responsibilities

• Conduct regular inspections of facilities to assess maintenance needs, safety hazards, and compliance with regulations.
• Coordinate and oversee facility maintenance and repairs, including HVAC systems, plumbing, electrical, and structural work.
• Manage facility set-up for company events, including set-up and tear down of event spaces.
• Coordinate catering for company events, including ordering, receiving, and clean-up.
• Maintain snack supplies, coffee supplies, and general supplies for departments.
• Ensure equipment is in working order, properly maintained, and associated supplies are stocked.
• Manage relationships with external vendors and contractors, including negotiating contracts and ensuring quality of work.
• Respond promptly to facility-related emergencies and incidents, coordinating with stakeholders to resolve issues efficiently.
• Coordinate office moves, renovations, space planning initiatives, and new hires with departmental managers and contractors.
• Distribute all mail and packages that arrive at the office.
• Assist in the development and implementation of facility-related policies and procedures to optimize operational efficiency.
• Provide support and guidance to staff on facility-related matters, including safety protocols and emergency procedures.
• Research and respond promptly to customer and employee complaints, keeping them informed of problem resolution.
• Ensure exceptional cleanliness in the facilities and well-groomed grounds to reflect positively on the organization.
• Build and develop relationships with key suppliers and contractors.
• Act as a back-up for the Receptionist when out of the office and coordinate breaks for the front desk staff.
• Take after-hours calls to provide management support for facility-related issues.
• Support Technical Specialists in managing their schedules and communicating details in a timely manner.
• Complete data entry for warranty administration of VRG.
• Demonstrate behaviors aligned with the organization's core values.
• Perform other related duties as required.

Requirements

• Associate's degree in business or related field, or an equivalent relevant year of experience.
• Bachelor's degree in facilities management, engineering, business administration, or a related field preferred.
• Proven experience in facilities management or a related field, with a strong understanding of facility maintenance, operations, and safety protocols.
• Knowledge of building systems, including HVAC, plumbing, electrical, and fire protection systems, as well as building codes and regulations.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects.
• Strong communication and interpersonal skills, with the ability to effectively collaborate with internal stakeholders, external vendors, and contractors.
• Problem-solving abilities and attention to detail, with a proactive approach to identifying and addressing facility-related issues.
• Proficiency in computer software applications, including Microsoft Office suite, and other business productivity tools.
• Flexibility and adaptability to changing priorities and deadlines, with a customer service-oriented mindset.

Nice-to-haves

• Bilingual (English/Spanish) preferred.