Job Description
Position Overview
The Facility Engineer Administrator provides critical administrative support to the engineering and facilities management team, ensuring seamless operations through efficient coordination of documentation, vendor management, work order processing, and sustainability data management.
Key Responsibilities
Administrative Support
The Facility Engineer Administrator manages all engineering-related administrative functions, maintaining accurate records and documentation for facility operations. This role serves as the central point of contact for engineering documentation, ensuring compliance with internal procedures and regulatory requirements. Responsibilities include organizing and maintaining engineering files, managing correspondence, scheduling meetings, and preparing reports for management review.
Vendor Coordination and Follow-Up
This position actively manages vendor relationships by coordinating service schedules, tracking vendor performance, and ensuring timely completion of contracted work. The administrator follows up on outstanding vendor deliverables, processes vendor invoices for approval, maintains vendor contact databases, and communicates facility requirements to external service providers. Regular follow-up ensures vendors meet service level agreements and quality standards.
Work Approval Request Processing
The Facility Engineer Administrator processes and tracks all work approval requests from initiation through completion. This includes reviewing work requests for completeness, routing approvals through appropriate channels, maintaining work order management systems, coordinating with stakeholders on work schedules, and ensuring proper documentation of completed work. The role requires close attention to approval workflows and timelines to keep facility operations running smoothly.
Sustainability Data Input and Support
Supporting the organization's sustainability initiatives, this role involves collecting, inputting, and maintaining accurate sustainability metrics and data. The administrator compiles energy consumption data, tracks waste management statistics, inputs information into sustainability reporting platforms, assists with environmental compliance documentation, and supports preparation of sustainability reports. This data management enables informed decision-making on facility environmental performance.
Required Qualifications
Education and Experience
Candidates should possess an associate's or bachelor's degree in business administration, facilities management, engineering, or a related field. Two to three years of administrative experience in facilities management, engineering, or property management environments is preferred. Experience with work order management systems and vendor coordination is highly valuable.
Technical Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential, with strong Excel skills for data management and reporting. Familiarity with computerized maintenance management systems (CMMS) or work order platforms is preferred. Basic understanding of building systems and engineering terminology facilitates effective communication with technical teams.
Core Competencies
The successful candidate demonstrates exceptional organizational skills with ability to manage multiple priorities simultaneously. Strong attention to detail ensures accuracy in documentation and data entry. Excellent written and verbal communication skills enable effective coordination with vendors, engineers, and stakeholders. The role requires proactive follow-up capabilities and ability to work independently while supporting team objectives.
Working Conditions
This position operates primarily in an office environment with occasional visits to facility sites. Standard business hours apply, with occasional flexibility required to coordinate with vendors or support urgent facility needs.
Reporting Structure
The Facility Engineer Administrator reports directly to the Facility Engineering or Facility Coordinator Hard Service and collaborates closely with the engineering team, facilities management staff, and vendor partners.
