Description
Job Summary:
The Facilities and Maintenance Administrator provides essential support to the Facilities team by coordinating daily maintenance activities, managing vendor communications, and assisting with work order creation and scheduling. This role also supports procurement tasks by processing and managing purchase requisitions within the asset management module, as well as receiving vendor invoices. The Facilities and Maintenance Administrator ensures accurate recordkeeping, smooth workflow between technicians and vendors, and efficient maintenance operations.
Minimum Qualifications: (Education, Experience, Knowledge, and Skills):
- 2+ years of experience in a facilities, maintenance, or administrative support role.
- High school diploma or equivalent.
- Proficiency in Microsoft Office (Excel, Outlook, Word, Teams).
- Experience working with a Computerized Maintenance Management System (CMMS).
- Strong organizational and communication skills.
- Basic knowledge of maintenance processes, asset tracking, and work orders
Job Duties and Responsibilities:
Vendor Coordination
- Maintain preferred vendor lists and contacts.
- Schedule vendor services, request quotes, and track service delivery.
- Process invoices, receipts, and ensure communication with internal teams.
Work Order Administration (IFS CMMS)
- Create, schedule, and manage work orders in IFS.
- Monitor on-time completion and escalate delays.
- Ensure accurate CMMS data entry and issue materials to work orders.
- Generate weekly maintenance activity reports.
Inventory & Purchasing Support
- Maintain accurate inventory records and assist with monthly spot checks.
- Create and track purchase requisitions and expected delivery dates.
- Receive materials and invoices in IFS for proper cost tracking.
Technician & Compliance Support
- Maintain technician training files and certification records.
- Provide reminders for deadlines and on-call schedules.
Working Conditions:
- This position is on-site 5 days per week.
- Occasional travel may be required for training or meetings.
- Must be able to work flexible hours to accommodate different business needs.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign duties and responsibilities at any time, based on business needs.
PowerSecure is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.Operating Company: PowerSecure
