Facilities Department Administrative Coordinator
$44,657,600–$47,881,600 year
On-siteWest Seneca, New York, United States
Job Summary
Answer incoming phone calls and emails from tenants and warehouse locations regarding maintenance and facilities-related issues. Create, enter, and track work orders in the company system, then dispatch the appropriate Facilities team member or outside vendor based on request urgency. Monitor planned maintenance schedules for warehouse assets, follow up on open requests to ensure timely resolution, and communicate status updates as needed. Assist with invoice processing, utility bill review, discrepancy investigation, and tenant rebill coordination with Accounting teams. Prepare meeting agendas, record minutes, and perform general administrative duties including filing, document organization, and data entry. Weekly on-call rotation required to address after-hours emergencies.
Required Qualifications
- 3-5 years of previous office or administrative experience
- Strong verbal and written communication skills with the ability to interact professionally with tenants, vendors, contractors, and internal staff
- Strong organizational skills and the ability to manage multiple tasks, projects, and deadlines at the same time
- Ability to multitask, problem-solve, and follow through on open issues with minimal supervision
- Comfortable working with spreadsheets, filing systems, and office documentation
- Proficiency with standard office software and data entry systems
- Strong attention to detail and accuracy
- Weekly on-call rotation to address any after-hours emergencies
Desired Qualifications
- Experience with CMMS
- Experience reviewing invoices, tracking billing, or supporting accounts payable processes
- Ability to read and interpret lease language related to tenant responsibilities
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