Facilities Management Administrator

U.S. Facilities, Inc., a premier provider of building maintenance and infrastructure services, is seeking an experienced Facilities Management Administrator to support operations in Tarrytown, NY, and Sleepy Hollow, NY. This is an excellent opportunity for a highly organized administrative professional who enjoys supporting facility operations, coordinating work orders and documentation, partnering with site leadership and maintenance teams, and helping keep daily operations responsive, accurate, and well-documented.

Please note: This opportunity is associated with a pending Request for Proposal (RFP). While we are actively identifying qualified candidates, any offer of employment and onboarding would be contingent upon U.S. Facilities, Inc. being awarded the contract.

The Administrator plays an important role in keeping daily operations organized, responsive, and well-documented. This position requires strong attention to detail, excellent communication skills, the ability to manage multiple priorities, and a customer-service-focused approach when working with employees, vendors, clients, and leadership.

Essential Duties and Responsibilities

• Partner with site leadership and maintenance teams to support consistent service delivery
• Coordinate planned maintenance programs, including scheduling, work orders, and vendor engagement
• Manage work order lifecycle (creation, updates, tracking, documentation, and completion follow-up)
• Administer and maintain CMMS data to ensure accuracy and reporting integrity
• Maintain appropriate files, documents, reports, and accessible filing systems
• Meet month-end deadlines and ensure accurate reporting to finance
• Share pertinent information and correspondence with the operations team
• Manage internal and external customer relations and inquiries in a prompt, accurate, and professional manner
• Oversee payroll processing and ensure all union-related documentation is executed with total precision.
• Support onboarding of new employees as required
• Maintain office supply inventory, order supplies as needed, and ensure the workspace remains organized.

Minimum Qualifications

• Minimum of five years of experience in an administrative, operations support, facilities support, or similar role.
• High school diploma or equivalent required.
• Strong knowledge of Microsoft Office applications, including Outlook, Word, Excel, Adobe, and related office software.
• Strong time management, organizational, and prioritization skills.
• Ability to work effectively under pressure, meet deadlines, and adjust to changing priorities.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Ability to work collaboratively with leadership, employees, vendors, clients, and internal departments.
• Strong attention to detail and accuracy in documentation, data entry, reporting, and follow-up.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Knowledge, Skills, and Abilities

• Strong organizational skills and ability to maintain accurate records and filing systems.
• Ability to manage multiple tasks and deadlines while maintaining accuracy and professionalism.
• Strong customer service mindset and ability to communicate clearly with a wide range of stakeholders.
• Ability to follow established procedures and identify when escalation or clarification is needed.
• Strong problem-solving skills and ability to work independently with limited supervision.
• Ability to support operational teams in a fast-paced, service-oriented environment.
• Ability to prepare clear, accurate reports, emails, meeting notes, and documentation.
• Ability to learn and use company systems, client systems, CMMS platforms, and reporting tools.
• Strong follow-through and ability to track open items to resolution.
• Professional demeanor and ability to represent the company positively in client-facing and employee-facing interactions.

Preferred Qualifications

• Administrative, business, accounting, or office management certificate or diploma.
• Experience working in facilities management, maintenance operations, construction, manufacturing, public sector, life sciences, GMP, or other regulated environments.
• Experience using a computerized maintenance management system (CMMS), such as Tririga or a similar platform.
• Experience supporting payroll, timekeeping, union documentation, purchase orders, invoicing, or finance-related administrative processes.
• Experience supporting work order management, preventive maintenance tracking, vendor coordination, or operational reporting.

Physical and Work Environment Requirements

• Ability to work in active facility, maintenance, construction, utility, mechanical, industrial, laboratory, or field environments.
• Ability to walk, stand, climb stairs, bend, reach, and access work areas as needed to conduct inspections and observations.
• May require work in mechanical rooms, utility areas, rooftops, exterior grounds, confined spaces, elevated areas, or other operational environments, depending on site requirements.
• Must be able to wear required personal protective equipment.
• May be required to respond to safety incidents, urgent operational needs, or emergency conditions outside of regular business hours.
• Must comply with all site access, safety, security, training, and client requirements.

U.S. Facilities, Inc. provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type, including but not limited to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

#USFIND01