Administration Manager - Facilities

Must be legally authorized to work in the United States without sponsorship. 

Must be able to pass a comprehensive background check, which includes a drug screening. 

The working schedule for this role is Monday - Friday from ~8AM-5PM.

At Thermo Fisher Scientific, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life - enabling our customers to make the world healthier, cleaner and safer. We provide our teams with the resources needed to achieve individual career goals while taking science a step beyond through research, development and delivery of life-changing therapies. With clinical trials conducted in 100+ countries and ongoing development of novel frameworks for clinical research through our PPD clinical research portfolio, our work spans laboratory, digital and decentralized clinical trial services. Your determination to deliver quality and accuracy will improve health outcomes that people and communities depend on – now and in the future.

The Facilities & Security Operations Administrator provides comprehensive operational, administrative, and supervisory support to ensure the safe, efficient, and compliant operation of the workplace. This role serves as a central point of coordination across facilities management, security systems, access control, front desk operations, and executive support, while partnering closely with leadership, HR, EHS, vendors, and property management teams.

What You'll Do:

Facilities and Workplace Operations

• Administer and manage all conference room scheduling, including approval of requests and coordination for client audits and executive meetings.

• Support onsite meetings and visits in partnership with Executive Assistants.

• Maintain ongoing seating charts, locker assignments, employee name tags, and parking monitoring.

• Coordinate quarterly food truck schedules and vending machine services, including processing refunds.

• Work with architects on building drawings and space planning initiatives.

• Obtain building badges for employees requiring access to other facilities through external property management teams.

Security, Access Control and Surveillance

• Serve as administrator for badge systems, including:

  • New hire badge processing

  • Temporary and vendor badges

  • Replacement badges for lost or damaged credentials

  • Assigning and maintaining access levels

• Maintain inventory of temporary and vendor badges.

• Conduct semi-annual access reviews and reporting.

• Troubleshoot badge reader issues and respond to access-related incidents.

• Administer the Milestone camera system.

• Supervise daily operations of the security team and provide front desk backup coverage as needed.

Safety, Compliance & Inspections

• Monitor and respond to alarms from fire panel systems.

• Schedule and coordinate inspections for:

  • Fire panels

  • Generators (monthly and annual)

  • Pest control (monthly and annual)

• Assist EHS with fire drills and safety-related initiatives.

• Respond to and address audit findings related to facilities, security, and compliance.

Vendor & Work Order Management

• Schedule work orders and manage vendor coordination, including:

  • ADT

  • Johnson Controls

  • Vending and market providers

• Obtain purchase orders (POs) as required.

• Coordinate repairs, inspections, and service follow-ups.

Reporting, Data & Administration

• Produce annual, quarterly, and monthly operational reports.

• Pull and analyze transaction reports for HR (approximately 10–15 hours per week).

• Gather and input environmental data for billing purposes.

• Liaise with Dominion Energy regarding billing issues and power outages.

Front Desk & Team Supervision

• Supervise the receptionist and provide onboarding and training.

• Provide backup coverage for front desk and security operations as needed.

• Support daily front-of-house operations to ensure a professional employee and visitor experience.

Education and Experience

Previous experience that provides the knowledge, skills, and abilities to perform the job (comparable to 5+ years).

1+ year of leadership responsibility

In some cases an equivalency, consisting of a combination of appropriate education, training and/or directly related experience, will be considered sufficient for an individual to meet the requirements of the role.

Knowledge, Skills and Abilities

• Strong organizational and multitasking skills

• Knowledge of access control, security systems, and facilities operations

• Vendor management and work order coordination

• Excellent written and verbal communication

• Attention to detail and compliance-focused mindset

• Ability to supervise staff and manage day-to-day operations

• Proficiency in reporting, data tracking, and administrative systems

Working Conditions and Environment:

- Work is performed in an office environment with exposure to electrical office equipment.

- Frequently drives to site locations and frequently travels both domestic and international.

Physical Requirements:

- Frequent mobility required.

- May be stationary for 4-6 hours per day.

- Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands, and wrists.

- Frequent crouching, stooping, bending and twisting of upper body and neck.

- Light to moderate lifting and carrying (or otherwise moving) objects, including luggage and laptop computer, with a maximum lift of 25 lbs. required frequently.

- Lifting / carrying objects of 26-50+ lbs. required occasionally

- Ability to access and use a variety of computer software developed both in-house and off-the-shelf.

- Ability to communicate information and ideas so others will understand; with the ability to listen to and understand information and ideas presented through spoken words and sentences.

- May interact with others, relating and gathering sensitive information. Interaction includes diverse groups.

- Works with guidance or reliance on oral or written instructions from management. May require periods of intense concentration.

- Performs a wide range of variable tasks as dictated by variable demands and changing conditions with little predictability as to the occurrence. Ability to perform under stress. Ability to multitask.

- Regular and consistent attendance.