Facilities Administrator

Job Description

Job DescriptionJob Title: Facilities Administrator
Job Description

The Facilities Administrator oversees daily facilities operations by coordinating maintenance activities, managing budgets and accounts, and supporting the facilities team with comprehensive administrative and scheduling support. This role ensures that maintenance tasks are properly scheduled and executed, vendor relationships are effectively managed, and all facilities activities comply with health and safety regulations. The Facilities Administrator also maintains the maintenance management system, responds to emergencies, and helps implement best practices that keep the facility running efficiently.

Responsibilities

• Coordinate and manage all facilities maintenance activities to ensure smooth and efficient operations.
• Create, process, and manage work orders, purchase orders, and invoices for facilities-related work.
• Schedule, track, and ensure proper execution of preventive and corrective maintenance tasks.
• Maintain and manage the maintenance management system, ensuring accurate and up-to-date records of all maintenance activities.
• Build and maintain strong relationships with vendors and contractors, including negotiating pricing and contracts as needed.
• Schedule meetings and appointments for the facilities team and management, ensuring calendars are well organized.
• Provide clerical and administrative support to the facilities department, including data entry, document preparation, and filing.
• Manage accounts and budgets related to facilities management, including tracking expenses and supporting budgeting processes.
• Monitor and help ensure compliance with all applicable health and safety regulations within facilities operations.
• Respond to emergency situations related to facilities and provide guidance and coordination as needed.
• Handle inbound phone calls and inquiries related to facilities, providing excellent customer service and timely responses.
• Resolve conflicts and issues related to facilities management and operations using strong communication and conflict resolution skills.
• Implement and maintain best practices for facilities management to improve efficiency and service quality.
• Support office management activities as needed, contributing to a well-organized and professional work environment.

Essential Skills

• Bachelor's degree in Business Management, Business Administration, or a related field.
• At least 3 years of experience in industrial administrative work.
• Experience with maintenance management systems.
• Proficiency in Microsoft Office, including Word, Outlook, and other relevant software applications.
• Strong data entry skills with high attention to detail and accuracy.
• Experience managing accounts and budgets, including basic accounting and budgeting activities.
• Demonstrated experience with scheduling, including scheduling appointments, meetings, and maintenance activities.
• Excellent communication skills, both verbal and written, with a customer service–oriented approach.
• Strong negotiation skills for working with vendors and contractors.
• Effective conflict resolution skills for handling issues related to facilities and operations.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Ability to work in a fast-paced environment and remain resilient under pressure.
• Experience providing clerical and administrative support in an office or facilities environment.

Additional Skills & Qualifications

• Customer service experience, particularly in an office or facilities setting.
• Experience in office management and administrative support roles.
• Comfort working at an open front desk area and interacting frequently with internal and external stakeholders.
• Ability to handle inbound phone calls professionally and route requests efficiently.
• Demonstrated resilience and adaptability when dealing with changing priorities and urgent issues.
• Interest in a role that may begin as a short-term contract with potential to extend or transition to a long-term or permanent opportunity.

Work Environment

The role is based in a small office environment with approximately 5–8 people present at any given time, fostering close collaboration and frequent interaction with colleagues. The primary work area is an open front desk space, requiring a professional and approachable presence as you serve as a key point of contact for facilities-related inquiries. Standard work hours follow a Monday through Friday schedule, typically either 7:00 a.m. to 4:00 p.m. or 8:00 a.m. to 5:00 p.m., providing consistent daytime shifts. The position currently begins as a short-term contract with the possibility to extend into a long-term or permanent opportunity, depending on organizational needs and performance. The environment emphasizes teamwork, customer service, and efficient use of technology, including maintenance management systems and Microsoft Office tools, to support smooth facilities operations.

Job Type & Location

This is a Contract to Hire position based out of Tucson, AZ.

Pay and Benefits

The pay range for this position is $21.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Tucson,AZ.

Application Deadline

This position is anticipated to close on Jul 10, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.