Facilities

Facilities Administrator job description

Hire a Facilities Administrator to optimize building operations, CMMS scheduling, and safety compliance. Ensure high-performing, safe workplace environments.

Published October 27, 2025Updated May 16, 20263164 likes

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Job brief

We are looking for a detail-oriented Facilities Administrator to join our operations team and take charge of our physical workplace infrastructure. You will manage preventive maintenance schedules, coordinate with specialized service contractors, and ensure our facility operations remain fully compliant with all safety and environmental standards. This is an ideal role for someone who thrives on troubleshooting building systems and improving workplace efficiency through data-driven facility management. Join us to help maintain a safe, high-quality, and modern environment where our business can thrive.

Key highlights

Manage preventive maintenance schedules for HVAC, electrical, and plumbing systems using CMMS software to minimize unexpected equipment downtime.
Coordinate with third-party vendors and maintenance technicians to oversee repairs, service contracts, and site-wide facility improvement projects.
Ensure strict compliance with OSHA, EPA, and local building codes by conducting regular safety audits and maintaining digital compliance documentation.
Track facility-related operational expenses, utility usage, and department budgets to identify cost-saving opportunities and resource optimization.

What is a Facilities Administrator?

A Facilities Administrator is a vital operations professional responsible for the seamless functionality, safety, and physical upkeep of corporate or industrial buildings. By managing critical building systems such as HVAC, electrical, and fire-life-safety, a Facilities Administrator ensures that the workspace remains compliant with OSHA, ADA, and local building codes. Their expertise spans vendor management, space planning, and the deployment of Computerized Maintenance Management Systems (CMMS) to maintain operational excellence and asset longevity.

What does a Facilities Administrator do?

A Facilities Administrator bridges the gap between reactive maintenance and strategic infrastructure planning by monitoring building management systems and coordinating repairs with third-party service providers. They track facility work orders in software platforms like UpKeep or Fiix, generate monthly utility and budget reports, and facilitate on-site inspections to prevent equipment downtime. By overseeing daily facility aesthetics and functionality, they ensure a productive environment for employees while managing vendor contracts and utility procurement initiatives.

Key responsibilities

Manage preventive maintenance schedules for HVAC, electrical, and plumbing systems using CMMS software to minimize unexpected equipment downtime.
Coordinate with third-party vendors and maintenance technicians to oversee repairs, service contracts, and site-wide facility improvement projects.
Ensure strict compliance with OSHA, EPA, and local building codes by conducting regular safety audits and maintaining digital compliance documentation.
Track facility-related operational expenses, utility usage, and department budgets to identify cost-saving opportunities and resource optimization.
Respond to urgent building emergencies, including security incidents or equipment failures, while documenting all corrective actions in our central log.
Oversee office space configurations, furniture procurement, and asset inventory management to ensure a high-functioning and comfortable employee experience.
Perform routine site inspections to identify building degradation or safety hazards, escalating high-priority repairs to the property management team.
Generate performance reports and data-driven summaries regarding facility maintenance cycles, vendor service-level agreements, and infrastructure life-cycle costs.

Requirements and skills

3+ years of professional experience in facilities management, building operations, or a technical property administration role.
Hands-on proficiency with CMMS platforms such as Fiix, UpKeep, or Corrigo to track maintenance requests and manage assets.
In-depth knowledge of OSHA workplace safety regulations, building codes, and environmental compliance documentation requirements.
Technical aptitude to troubleshoot complex building systems including HVAC, lighting, fire suppression, and building automation systems (BAS).
Certification as a Facility Management Professional (FMP) or Sustainability Facility Professional (SFP) through IFMA is highly preferred.
Proven experience negotiating and managing relationships with diverse third-party vendors, janitorial services, and specialized maintenance contractors.
Bachelor’s degree in Facilities Management, Engineering, Construction Management, or equivalent combination of industry-related experience and technical training.
Strong capability to interpret architectural floor plans and mechanical blueprints to assist with space planning and facility renovations.

FAQs

What does a Facilities Administrator do on a daily basis?

A Facilities Administrator manages the pulse of a building by tracking work orders, supervising on-site vendors, and ensuring all mechanical systems function efficiently. They spend time analyzing CMMS data to catch maintenance issues before they become emergencies and performing walk-throughs to ensure the environment is safe and professional. They are the central point of contact for any physical building issues, whether it is a cooling outage or a workplace safety compliance concern.

What skills are required for a Facilities Administrator?

Key skills include technical proficiency with Computerized Maintenance Management Systems (CMMS), understanding of building automation systems (BAS), and strong vendor management capabilities. Additionally, a successful candidate must possess deep knowledge of OSHA and local building codes to ensure full legal compliance. Strong organizational skills are also essential, as the role requires balancing multiple repair projects, budgets, and safety inspections simultaneously.

Who does a Facilities Administrator work with in an organization?

The Facilities Administrator acts as a bridge between internal operations and external service providers. They collaborate daily with maintenance staff, engineering teams, and office managers to coordinate space needs. They also maintain strong professional relationships with third-party contractors, utility companies, and municipal inspectors to ensure the facility meets both company needs and regulatory standards.

Why is the role of a Facilities Administrator important for business?

This role is critical because it protects an organization’s physical assets and keeps employees safe and productive. By proactively managing building infrastructure, a Facilities Administrator reduces costly equipment downtime, minimizes liability through safety compliance, and optimizes utility spending. Effective facilities management directly contributes to the bottom line by extending the life of building systems and creating an environment where staff can focus on their core work.