Facility Administrator

Position Summary

Essential Responsibilities

• Serve as a primary point of contact for tenant inquiries and provide day-to-day administrative support for property operations.
• Coordinate recurring tenant meetings, document action items, and ensure timely follow-up on outstanding issues.
• Assist with property improvement initiatives, capital projects, and tenant renovations while minimizing operational disruptions.
• Support on-site construction activities by coordinating tenant access, scheduling work that may impact occupants, and communicating project updates.
• Participate in regular operational meetings with engineering, janitorial, and security teams to ensure smooth facility operations.
• Perform routine inspections of tenant suites and common areas to identify maintenance concerns, safety issues, and operational improvements.
• Coordinate and oversee service requests while assisting with the direction of janitorial, engineering, and security personnel as needed.
• Participate in vendor selection by assisting with bid solicitation, proposal evaluations, and contract administration.
• Prepare purchase orders, service agreements, and other operational documentation.
• Maintain accurate records of tenant and vendor Certificates of Insurance, ensuring compliance with coverage requirements, policy limits, expiration dates, and additional insured provisions.
• Assist with accounts receivable activities, including coding invoices and monitoring collections.
• Support the preparation, tracking, and management of annual operating budgets.
• Coordinate communications with tenants, vendors, and project partners through email announcements and other correspondence.
• Assist in planning and coordinating tenant appreciation events and community engagement activities.
• Contribute to special projects and perform additional duties as assigned.

Required Qualifications

• Bachelor's degree required.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and strong problem-solving abilities.

Preferred Qualifications

• Interest in building a long-term career within commercial real estate, property management, or facilities management.
• Prior internship, coursework, or experience related to commercial real estate, facilities, or property management is preferred.
• Customer-focused approach with a commitment to providing exceptional tenant service.
• Self-motivated with the ability to work independently while contributing effectively to a collaborative team environment.
• Positive attitude, professional demeanor, and strong interpersonal skills.
• Comfortable using web-based applications, email platforms, and other business technology tools.

About UG2

Shift

FT/PT