Facilities Operations Administrator

Facilities Administrative Technician

Location: Taylor TX

Schedule: 7am-4pm or 8am-5pm

Salary: $22-$26/hr

Position Summary

The Facilities Administrative Technician provides administrative and technical support to the Facilities Management team. This role manages facility service requests and work orders, maintains the Computerized Maintenance Management System (CMMS), supports maintenance inventory and purchasing, and keeps records organized and audit-ready. The ideal candidate is detail-oriented, service-focused, and comfortable coordinating between technicians, vendors, and building occupants.

Key Responsibilities

CMMS and Work Order Management

• Maintain accurate CMMS records for assets, locations, equipment, and work orders.
• Create, assign, schedule, track, and close work orders from request through completion.
• Generate and share reports on preventive maintenance, work order backlogs, completion times, and costs.

Service Requests and Coordination

• Act as the first point of contact for facility requests received by phone, email, web portal, or in person.
• Log, categorize, and prioritize requests based on urgency and safety impact.
• Coordinate repair, inspection, and contractor schedules with departments and building occupants.

Inventory and Purchasing

• Maintain records for maintenance, repair, and operations (MRO) inventory, including parts, tools, supplies, and consumables.
• Conduct cycle counts and reconcile inventory with CMMS records.
• Verify shipments against purchase orders and packing slips, and route invoices for approval.

Records and Administrative Support

• Maintain electronic and paper files for equipment manuals, warranties, service contracts, and vendor agreements.
• Track contractor and vendor certificates of insurance, licenses, and permits.
• Process invoices, track budgets and expenditures, and assist with monthly cost reporting.

Qualifications

Required

• High school diploma or equivalent.
• At least 2 years of experience in administrative support, dispatch, helpdesk, or facilities support.
• Working knowledge of Microsoft Office or similar tools.
• Ability to manage multiple priorities and respond calmly to urgent requests.

Preferred

• Experience using a CMMS, such as MaintainX, Fiix, UpKeep, Facilio, Hippo, or a similar system.
• Familiarity with MRO purchasing, inventory control, or storeroom operations.
• Basic understanding of building systems, such as HVAC, plumbing, electrical, or life safety.
• Associate degree or relevant coursework in business administration, facilities management, or a related field.

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