Facilities Coordinator

Job Title: Facilities Administrative Coordinator

Department: Facilities and Corporate Services

Hybrid - 4 days in office

Pay rate : $26.78/hr

CONTRACT - indefinite (no end date)

Location: Atlanta, GA

Position Overview:

The Facilities Administrative Coordinator oversees administrative functions for facilities operations. This role ensures smooth financial processing, budgeting, vendor management, and compliance with corporate standards, working closely with Facilities, Finance, Procurement, and other departments to maintain efficiency and accuracy.

Primary Responsibilities and Duties

• Manage and report on departmental expenditures, including third-party vendor billing, utility billing, leased property reconciliations, and accruals.
• Support budget development, tracking, and management.
• Assist with lease administration tasks, ensuring lease agreements are properly tracked and payments are processed.
• Prepare, track, and reconcile Purchase Requisitions, Purchase Orders, and Invoices.
• Assist with vendor procurement, including RFP preparation and evaluation, onboarding, contract management, and ensure compliance with procurement policies.
• Coordinate with vendors to receive, review, and approve invoices for payment.
• Conduct vendor payment audits and resolve any payment discrepancies or issues.
• Manage utility service provider accounts, including administration and billing verification.
• Track contracts, ensuring timely renewals and compliance with company standards.
• Prepare internal approval documents.
• Prepare internal and external presentation materials.
• Coordinate team and project meetings, manage calendars, and take minutes as needed.
• Organize team events.
• Provide administrative support for facility projects and third-party vendor coordination.
• Manage and support facility work order requests.
• Ensure compliance with company policies, audit standards, and departmental procedures.
• Assist with internal and external audits, recommending and implementing process improvements where needed.
• Support emergency preparedness efforts, including fire drills, evacuation plans, and incident reporting procedures.
• Organize and maintain digital file systems.

Qualifications and Requirements

Education:

• Bachelor's degree in Accounting, Finance, Construction Management, or Facility Management, or a related field, or equivalent job experience.

Experience:

• Minimum 3 years in accounting, finance, or facility management.
• Proven ability to manage multiple tasks and projects simultaneously.
• Desirable experience reading facility plans, related documents, and facilities space planning.
• Ability to work with minimal supervision in an open office environment.

Skills:

• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Experience with SAP and vendor management platforms (i.e. Zycus)
• PDF editing, CAD editing
• Strong organizational, financial, and analytical skills.
• Experience in vendor management and procurement compliance.
• Excellent communication and problem-solving abilities.
• Fluent in English.
• Ability to meet deadlines, accuracy, attention to detail, adaptable, and ability to prioritize.