Admin Support Associate

Job Description

• Provide administrative and operational support for daily facility activities, including managing work orders, processing service requests, and maintaining accurate facility documentation.
• Conduct routine inspections of office spaces, building systems, utilities, and common areas to identify maintenance requirements, safety concerns, and operational issues.
• Coordinate with external vendors and service providers, including janitorial, security, waste management, and maintenance contractors, to help ensure services are completed according to agreed standards and schedules.
• Assist in planning and coordinating office moves, workstation assignments, space utilization, and facility-related event setups.
• Monitor inventory levels of office supplies, maintenance materials, tools, equipment, and spare parts, and coordinate replenishment as needed.
• Support the implementation of workplace health, safety, and environmental policies by assisting with emergency preparedness activities, compliance initiatives, and facility inspections.
• Maintain organized records of maintenance activities, vendor services, equipment inventories, and facility-related documentation.
• Assist with monitoring facility-related expenses, preparing operational reports, and supporting budget tracking activities.
• Respond to and follow up on facility-related concerns from employees and internal stakeholders, ensuring timely coordination and resolution.
• Perform other administrative and operational duties related to facility management as assigned.

Qualifications

• Bachelor's Degree in Facilities Management, Business Administration, Engineering, Property Management, or a related field.
• At least 2 years of experience in facilities administration, facility operations, office administration, property management, or a similar role.
• Working knowledge of building operations, preventive maintenance, vendor coordination, and facility support processes.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook. Experience with facility management or work order systems is an advantage.
• Strong organizational and multitasking skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills with the ability to coordinate effectively with internal teams, vendors, and service providers.
• Detail-oriented with strong problem-solving skills and the ability to maintain accurate operational records.
• Demonstrates professionalism, initiative, and a customer service-oriented approach in supporting workplace operations.