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Position Description

Facilities Administrator
Location United States
Job Code 372
# of Openings 1
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Job Summary:

Performs a variety of management support duties for the Facilities Department including but not limited to processing purchase orders; monitoring account fund balances; utility management data entry; work ticket data entry; custodial supply ordering; monitoring of department time clock entries; telephone and cell phone account management; freight delivery and distribution; building keys distribution and inventory management; and general office recordkeeping and duties. Duties require independent judgment with an understanding of Facilities Department functions, procedures and terminology.

Essential Duties and Responsibilities :

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

  • Processes accounts payable for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment.
  • Monitor and processes credit card transactions for payment for the Facilities Department.
  • Monitor Facilities Department account fund balances and provides updates to supervisor upon request.
  • Create listing monthly open purchase orders.
  • Order custodial and office supplies.
  • Processes work ticket data entry.
  • Monitor Facility Department time clock entries.
  • Process and maintain files along with tracking Facility Department leave of absences.
  • Maintain department maintenance, construction, and vandalism and safety records.
  • Record and distribute weekly facilities meeting minutes.
  • Regularly receives and delivers freight.
  • Manages cell phone accounts, assignment and distribution.
  • Assists with the purchasing and delivery of furniture and other building furnishings as directed by supervisor.
  • Assists with bid documents for new construction, remodel, maintenance repairs, equipment and custodial supplies.

General Receiving Job Duties:

  • Verify products are received in good condition, ensure accuracy of billing and maintain quality control.
  • Match deliveries to invoices to ensure all products are received issue credit memo for any missing products and have driver sign off. Give a copy to driver for their records. Store all products in proper area as soon as possible.
  • Ensure receiving reports and invoices are turned in to A/P in a timely fashion.
  • Ensure all areas of inventory are maintained in a neat and orderly fashion.
  • Ensure that all guest and department packages are tracked, stored, and delivered in a timely fashion.
  • Perform all activities in a professional manner and in accordance with company policy.


$16 per hour + benefit package

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.