Facilities Administrator

The Facilities Administrator supports the day-to-day operations of the Facilities Department in New York City by ensuring efficient administrative processes, strong vendor coordination, and high-quality service delivery across the organization. This role requires exceptional organizational skills, attention to detail, and the ability to collaborate across departments to support infrastructure, life safety, security, and environmental compliance initiatives.

The ideal candidate is proactive, highly organized, and capable of managing multiple priorities while maintaining accurate records and strong working relationships with colleagues, vendors, landlords, and leadership.

Responsibilities:

Administrative & Operational Support

• Manage and maintain the facilities ticketing/work order system, ensuring timely response and resolution of requests.
• Process and track invoices; support with budget planning, forecasting, and expense monitoring.
• Maintain organized and accurate documentation across multiple facilities disciplines.

Preventative Maintenance & Infrastructure Support

• Implement a tracking system to schedule preventative maintenance for infrastructure systems, kitchen equipment, and life safety devices.
• Track maintenance records and ensure compliance with internal standards and regulatory requirements.
• Walk the space regularly to ensure quality control, identify issues, and maintain workplace standards.
• Coordinate with landlord to secure services and support as defined in the lease agreement.

Life Safety, Security & Compliance

• Maintain life safety documentation.
• Coordinate required safety inspections and prepares initial reporting.
• Manage security-related administrative tasks, including key control and access tracking.
• Coordinate and provide administrative support for environmental reporting requirements and compliance initiatives.
• Maintain insurance documentation and certificates.
• Keep detailed records for equipment maintenance, inspections, and regulatory compliance.

Vendor & Cross-Department Collaboration

• Build and maintain strong relationships with vendors, trades, and service providers in order to ensure priority service and top personnel support our offices.
• Work closely with the Facilities team and cross-functional departments to plan and execute collaborative projects.
• Coordinate service visits, proposals, and follow-up actions to ensure quality and accountability.

Required Knowledge & Skills

• Strong organizational and record-keeping skills.
• Experience working with ticketing/work order systems.
• Demonstrated working experience with:
  • Building Management Systems (BMS)
  • Security systems and key management
  • Lighting control systems
  • Inventory control systems
• Preventative maintenance scheduling and facilities operations.
• Proficiency with proactively and accurately managing invoices.
• Proficiency in Microsoft Office Suite.