About the job
Join Our Team as a Facilities Administrative Coordinator!
We are seeking a dedicated Facilities Administrative Coordinator who will play a crucial role in supporting the seamless functioning of our Facilities department. This position focuses on coordinating administrative tasks, maintaining precise records, and managing inventory control processes. You will serve as a vital link between operations, procurement, and finance, ensuring that materials, equipment, and supplies are efficiently managed, cost-effective, and compliant with institutional policies and sustainability objectives.
Key Responsibilities:
- Inventory, Procurement & Asset Management:
- Utilize CMMS software to maintain accurate records of custodial, maintenance, and operational supplies.
- Monitor usage trends and reorder levels to avert stockouts and overstocking.
- Conduct inventory counts, reconciliations, and audits on a semesterly basis.
- Tag and log new assets; oversee the disposal or recycling of outdated materials.
- Implement barcode/QR-based tracking for enhanced efficiency and transparency.
- Coordinate the receipt, labeling, storage, and distribution of inventory items to ensure accountability and traceability.
- Prepare purchase requisitions, quotes, and vendor documentation.
- Oversee vendors and contractors to ensure timely delivery and order accuracy.
- Assist in sourcing sustainable and cost-effective materials aligned with operational goals.
- Planning, Coordination, and Administrative Support:
- Collaborate with maintenance technicians to ensure optimal working conditions and fulfillment of work orders, including HVAC and plumbing tasks.
- Act as the administrative liaison among Facilities teams to synchronize supply distribution with project schedules.
- Support emergency supply needs while ensuring business continuity through proper stock rotation and contingency planning.
- Maintain safe storage conditions in all inventory locations.
- Supervise contractors to ensure project completion and compliance with EH&S policies.
- Coordinate office assignments and workstation setups.
- Respond to internal customer requests and orders.
- Provide support for the Facilities Helpdesk and work order management via CMMS.
- Data, Reporting & Systems Management:
- Generate monthly inventory usage and cost analysis reports.
- Support and input data into CMMS for asset life-cycle tracking and maintenance protocols.
- Contribute to digital transformation initiatives aimed at enhancing data accuracy and decision-making.