Facilities Bookkeeper

The primary function of the Facilities Administrator is to manage facilities-related invoices, assist in the coordination of contracts, and ensure consistent collaboration and alignment across internal departments and vendors. They provide a high-level support to the assigned leader and Facilities Department and is responsible for daily coordination and communication of activities to ensure efficient and safe operation of all company locations.

MINIMUM REQUIREMENTS

Education: High School Diploma or GED. Associate’s degree in a related field preferred

Experience: 2-5 years of facilities operation or administrative experience

Travel: 10%

Work Schedule: This position works between the hours of 7 am to 5 pm, Monday through Friday, but may vary and can include, but is not limited to nights, weekends, and holidays. The ability to work a flexible schedule is necessary.

KEY RESPONSIBILITIES

• Maintain documents related to repairs, utilities, permits, maintenance or other related items
• Presentation preparation and delivery
• Department Invoice verification, Coding, and approval.
• Collaborate with the finance department to establish payment codes for new sites, services, and projects, ensuring proper setup for both internal and external services.
• Support the Facilities Department in preparing and maintaining Service Level and Vendor Agreements.
• Coordinate activities with vendors and contractors.
• Collect, verify, and enter all required documentation into the appropriate systems.
• Work with various departments throughout the organization
• Review, prioritize and respond to facility requests for building maintenance, service and repairs
• Identify and implement systems to streamline and gain efficiency in work processes
• Support facility department with day-to-day tasks and operations
• Coordinate and communicate with contractors to provide timely updates on project progress and changes
• Understanding of basic accounting principles, processes and reports
• Organize and schedule department meetings
• The ability to multi-task and prioritize
• Analytical and problem-solving
• Performs other related duties as required and assigned.

The job description and responsibilities described are intended to provide guidelines for job expectations and the employees’ ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.