Facilities and Capital Projects Administrator

Essential Job Functions

• Assist with the development, implementation, and maintenance of Facilities policies and Standard Operating Procedures (SOPs).
• Organize, maintain, and validate records related to building maintenance, inspections, service agreements, drawings, and compliance documentation.
• Manage spare parts inventory and ensure critical supplies, tools, equipment, uniforms, and materials are available to support uninterrupted operations.
• Provide administrative support for Facilities Management activities, including RFP development, vendor selection support, purchase requisition processing, and service vendor coordination.
• Serve as backup support for local facilities management and provide on-call support for facility emergencies as needed.
• Assist with Annual Operating Plan (AOP) facilities budget development.
• Administer and maintain the Computerized Maintenance Management System (CMMS), ensuring data accuracy, timely work request escalation, and reporting.
• Develop, maintain, and distribute Facilities performance metrics, analytics, Key Performance Indicators (KPIs), and operational reports.
• Support the alignment and standardization of SOPs and training programs across all sites.
• Assist with capital project execution by developing RFPs, evaluating contractor and vendor proposals, coordinating contract development and execution, and monitoring project schedules, budgets, contractor performance, work quality, and overall project progress.
• Process project purchase requisitions and invoices, ensuring expenditures align with approved budgets and project milestones.
• Support the development and administration of global construction and facilities standards, including materials, equipment, and common system components.
• Assist the Director of Facilities and Capital Projects with annual budget preparation.
• Perform additional duties as assigned.

Experience Requirements

• Associate degree, completion of a technical program, or equivalent combination of education and experience in a skilled or technical field.
• 2-5 years of related experience in facilities administration, project coordination, maintenance operations, or a technical/administrative support role.
• Experience working in a technical or specialized environment requiring independent problem-solving and sound judgment.
• Demonstrated ability to manage multiple priorities, maintain accurate records, and support cross-functional initiatives.
• Strong organizational and project coordination skills.
• Experience maintaining databases, records management systems, or CMMS platforms.
• Ability to analyze data and prepare metrics, reports, and KPI dashboards.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office applications, particularly Excel and PowerPoint.
• Ability to work independently and collaboratively across multiple locations and departments.
• Detail-oriented with strong time management and follow-through skills.

Preferred Certifications

• Project Management Professional (PMP) certification preferred.
• Certified Administrative Professional (CAP) certification preferred.

Working Environment

Supports facilities and capital projects across multiple domestic and international locations. Occasional flexibility for after-hours support may be required for facility emergencies or critical project needs. Some physical exertion is required such as long periods of standing, recurring bending and lifting, and/or lifting of items up to 25 pounds.