Facility Admin

Client of Talentmate

Job Summary:

The Real Estate Facility Administrator is responsible for coordinating and supporting the daily operations and maintenance of real estate properties. This role involves managing service requests, vendor coordination, documentation, tenant communications, and ensuring compliance with building codes, safety regulations, and company policies.

Administrative Responsibilities:

• Maintain accurate and up-to-date records of all facility operations, maintenance logs, service requests, and asset inventories.
• Support lease administration tasks, including tracking lease expirations, renewals, and documentation.
• Assist in preparing and managing property budgets, expense reports, and invoice processing.
• Maintain records of vendor contracts, insurance certificates, and compliance documentation.
• Schedule and coordinate meetings, site visits, inspections, and vendor appointments.
• Prepare and distribute reports on facility performance, maintenance schedules, and tenant service metrics.
• Handle incoming and outgoing correspondence related to facilities and property operations.
• Ensure proper filing (digital and physical) of all facility-related documents, contracts, permits, and policies.
• Track and monitor work orders using facility management systems (e.g., CMMS or Yardi).
• Provide administrative support for emergency preparedness plans and safety audits.
• Assist with onboarding processes for new vendors, contractors, or facility staff.
• Maintain inventory of office supplies, equipment, and facility-related materials
  
  

• Bachelors degree in Facilities Management, Business Administration, Real Estate, or related field (preferred).
• 1+ years of experience in facility or property administration, preferably in a real estate environment.
• Knowledge of building systems, maintenance practices, and property laws.
• Strong organizational and multitasking skills.
• Proficiency in MS Office and facilities management software (e.g., CMMS, Yardi, MRI).