Facilities Engineering Administrator

Position Summary

The Facilities Engineering Administrator provides administrative and operational support to the Facilities Engineering Department, including HVAC, Refrigeration, Energy Management, Maintenance, and Construction teams. This position serves as a central point of coordination for work orders, vendor communication, invoicing, reporting, compliance documentation, preventative maintenance programs, and departmental record keeping.

Reports To: Director of Facilities Engineering

Essential Duties & Responsibilities

Administrative Support

• Provide day-to-day administrative support to Facilities Engineering leadership.
• Maintain departmental files, contracts, warranties, permits, and equipment records.
• Coordinate meetings, site visits, schedules, and communications.
• Prepare reports, presentations, meeting minutes, and correspondence.

Work Order & Maintenance Coordination

• Create, track, and close work orders in ServiceChannel or similar CMMS platforms.
• Monitor preventative maintenance schedules and compliance.
• Follow up with vendors and field teams regarding proposals, status updates, and completion documentation.
• Coordinate emergency service requests and stakeholder communication.

Vendor Management

• Serve as liaison between stores, contractors, suppliers, and internal teams.
• Track vendor performance and response metrics.
• Assist with contractor onboarding and compliance requirements.
• Coordinate equipment deliveries, parts orders, and service scheduling.

Financial & Budget Administration

• Process invoices, purchase orders, and capital expenditure documentation.
• Track maintenance and capital spend by store, trade, category, and project.
• Assist with budget preparation, forecasting, and reporting.
• Review invoices for coding accuracy and approval compliance.

HVAC, Refrigeration & Energy Support

• Maintain equipment asset inventories and warranty records.
• Track equipment replacement planning and end-of-life projections.
• Support utility, energy, and sustainability reporting initiatives.
• Assist with preventative maintenance and asset management programs.

Reporting & Compliance

• Generate recurring reports and performance metrics.
• Maintain inspection, permit, and compliance documentation.
• Support audit readiness and record retention requirements.
• Assist with regulatory reporting and documentation requirements.

Minimum Qualifications

• Associate degree in Business Administration, Facilities Management, Construction Management, or related field preferred.
• 2+ years of administrative, facilities, maintenance, construction, or property management experience.
• Proficiency with Microsoft Office Suite.
• Experience with CMMS platforms such as ServiceChannel, Corrigo, Connect+, or equivalent.
• Strong organizational, communication, and multitasking skills.

Preferred Qualifications

• Experience supporting Facilities, Construction, HVAC, or Refrigeration operations.
• Knowledge of preventative maintenance programs and vendor management.
• Experience processing invoices, budgets, and capital projects.