Facilities Administrator

Job Summary

The Facilities Administrator is responsible for supporting facility operations through procurement coordination, invoice management, and maintenance scheduling. This role ensures timely processing of purchase requests and payments, oversees preventive and demand maintenance activities, and collaborates with internal teams and external vendors to maintain operational efficiency. The position requires strong organizational, communication, and systems management skills to support financial tracking and facility-related services.

Job Responsibilities

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  Create and manage purchase requests and purchase orders within designated systems.

  
  
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  Submit payments, track invoice status, and resolve invoice-related inquiries.

  
  
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  Monitor and follow up on payment processing within SAP.

  
  
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  Plan and schedule preventive and demand maintenance activities.

  
  
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  Coordinate with external vendors to execute maintenance and calibration services.

  
  
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  Collaborate with procurement teams and corporate stakeholders to support operational needs.

  
  
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  Track and report accrual impacts to the finance team.

  
  
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  Maintain accurate records of maintenance schedules, vendor services, and financial transactions.

  
  
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  Ensure compliance with internal processes and documentation standards.

  
  

Job Requirements

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  Experience with procurement processes, including purchase requests and purchase orders.

  
  
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  Familiarity with invoice processing and payment tracking.

  
  
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  Experience using SAP for financial or procurement activities.

  
  
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  Knowledge of maintenance planning and scheduling processes.

  
  
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  Strong organizational and time management skills.

  
  
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  Ability to coordinate with multiple stakeholders and external vendors.

  
  
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  Strong communication and problem-solving skills.

  
  
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  Proficiency in systems such as Maximo, SAP, and Xiam preferred.

  
  

Work Experience

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  Experience in facilities administration, operations support, or a similar role preferred.

  
  
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  Experience working with maintenance management and procurement systems preferred.