Facilities Administrator

Position: Facilities Administrator

Physical Location: Memphis Tennessee (On Site)

Reports To: Director of Facility Management

Working Conditions: Standard office environment, no adverse conditions

Primary Purpose:

Manage and track all facility related requests from teammates and tenants, assign requests to the appropriate facilities team member for resolution, assist with facility services vendors and contract management, and ensure the successful completion of facility related work orders and projects.

Principal Duties and Responsibilities:

• Responds to inquiries and concerns. Ensures timely and quality service delivery to clients.
• Follows up with clients to ensure customer satisfaction.
• Creates and prioritizes work orders and assigns work orders to multiple technicians, subcontractors and vendors.
• Follows up with vendors to ensure satisfactory completion of work.
• Communicates work orders to technicians and assists management in resolving problems.
• Provides reporting relevant to the facility management team including but not limited to: open and closed work orders, vehicle records, site visit records, facility vendors, and facility services contracts
• Maintains files on work orders, proposals, and other department files. Creates vendor files and checks accuracy on completed paperwork submitted by vendors, and facilitates service contract renewals.
• Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center and general ledger coding.
• Assist with process and procedure training.
• Participates in facility project meetings.
• Support the Facility Management team by managing current deliverables, compiling from the FM team and submitting in a well-organized and timely fashion.
• Work with vendors to ensure work orders are updated, insurance is up to date, and overall communications are handled professionally.
• Manage the monthly expense report process for the FM team.
• Works with Director of Facility Management on preparing and analyzing RFPs for Services.
• Monitors facility department general email and responds to inquiries.
• Assists with the compilation and analysis of annual condition assessment data.

Job Specifications:

• High School Diploma (or GED or High School Equivalence Certificate)
• Experience with CMMS system and/or, a work order management system
• Some facility or construction related background is preferred, not required
• Positive Attitude
• Duties require professional and strong verbal and written communication skills
• Duties require strong computer skills, attention to detail and excellent organizational skills
• Ability to reason and make basic decisions unsupervised and able to work in fast-paced environment
• Ability to compose or create routine reports and correspondence
• Highly proficient in Microsoft Office applications: Word, PowerPoint, Excel and Nitro Pro.
• Regular and reliable attendance
• Punctual
• Works cooperatively with others