The posting
We are seeking a highly organized Facilities Administrator to manage daily facility operations, coordinate maintenance schedules, and oversee departmental documentation on a full-time basis, working five days per week. The ideal candidate will manage vendor relationships, ensure compliance with environmental, health, and workplace safety regulations, and support the efficient operation of building facilities.
The Facilities Administrator is responsible for ensuring the smooth day-to-day functioning of the organization's infrastructure by providing essential administrative, logistical, and compliance support. This role serves as a key liaison between office personnel, external contractors, service providers, and management, helping to maintain a safe, functional, and well-maintained workplace environment.
- Health Insurance/HMO
- Enjoy unlimited MadMax Coffee
- Diverse learning & growth opportunities
- Accessible Cloud HR platform (Sprout)
- Above standard leaves
Non-Negotiables
- 1-3 years of facilities, property, or building management experience
- Experience supporting building operations and facilities administration
- Vendor and contractor coordination experience
- Facilities maintenance coordination exposure
- Strong administrative and documentation skills
- Proficiency in Microsoft Office applications
- Ability to conduct site inspections and facility walkthroughs
- Strong written and verbal communication skills
Administrative Support
- Log data into facility management systems.
- Generate operational progress or status reports.
- Maintain up-to-date archives of building blueprints.
- Coordinate employee relocations and desk reconfigurations.
- Manage inventories of office and cleaning supplies.
Vendor & Contractor Coordination
- Liaise with external service providers and suppliers.
- Review contractor quotes and verify completed work.
- Schedule preventative maintenance for HVAC and plumbing.
- Dispatch service technicians for urgent repair requests.
Compliance & Safety
- Conduct routine building walkthroughs using safety checklists.
- Track health, safety, and fire compliance records.
- Maintain current building permits and service licenses.
Experience & Education
- Degree or diploma in Business Administration or related.
- Proven experience in an office administrative role.
- Prior exposure to property or facilities management.
Technical Skills
- Proficiency with MS Office
- Basic understanding of mechanical, electrical, and plumbing.
Soft Skills
- Excellent multitasking and organizational habits.
- Strong verbal and written communication mechanics.
- Practical problem-solving and negotiation capabilities.
Working Conditions
- Standard schedule of 5 days per week, 8:00AM-5:00PM.
- Predominantly desk-based office position.
- Requires walking through properties for site evaluations.
- Occasional on-call availability for building emergencies.
- Health, safety, and compliance administration experience
- Basic knowledge of MEP (Mechanical, Electrical, and Plumbing) systems
- Experience in commercial real estate, property management, or facilities services organizations
- Exposure to workplace services or corporate facilities environments
- Background in Mechanical, Electrical, Civil Engineering, or Business Administration
- Experience with preventive maintenance planning
- Knowledge of fire safety regulations and building compliance requirements
- Experience managing budgets, purchase requests, or facilities-related procurement
- Experience working with facility management systems or maintenance tracking tools
- Strong organizational and time management skills
- Attention to detail and documentation accuracy
- Problem-solving and troubleshooting capability
- Ability to prioritize multiple tasks simultaneously
