Facilities Administrator

Job Description

Job Description

Job Title: Facilities Administrator

Job Description

The Facilities Administrator supports the facilities management team in delivering high-quality service to retail clients by coordinating work orders, assisting with vendor management, and ensuring compliance with service level agreements and contract requirements. This temporary role, with potential for long-term opportunities, offers hands-on experience in facilities operations, invoice auditing, and performance tracking within a fast-paced, high-volume environment.

Responsibilities

• Assist the facilities management team in addressing client inquiries and concerns, ensuring timely, professional, and accurate responses.
• Support timely and high-quality resolution of facilities issues by coordinating with contractors and internal stakeholders.
• Follow up with contractors to ensure prompt execution and closeout of work orders as directed by the manager.
• Use manager-provided reports to identify open work orders that are at risk of missing service level agreements, including timelines, budget, IVR usage, and process compliance.
• Escalate work orders that fall outside of customer service level agreements to the manager or appropriate stakeholders for resolution.
• Follow up with contractors on completed work orders to ensure timely submission of invoices and backup documentation required under client contracts.
• Audit final contractor invoice pricing against manager and client approval criteria to confirm compliance with contracted rates, markups, and client contract terms.
• Assist the manager in monitoring and assessing contractor performance, including responsiveness, quality of work, and adherence to service standards.
• Utilize technology platforms and work order management systems to document facilities management activities accurately and consistently.
• Perform data entry related to work orders, invoices, and contractor documentation, ensuring accuracy and completeness.
• Handle high-volume calls and dispatch requests to appropriate contractors or internal teams, maintaining a strong customer service focus.
• Support order processing and administrative tasks related to facilities maintenance, including HVAC, electrical, plumbing, and general facility needs.
• Prioritize multiple tasks and deadlines in a fast-paced environment while maintaining strong organization and attention to detail.
• Collaborate with team members to continuously improve processes, service delivery, and vendor performance.
• Demonstrate dependable follow-through on assigned tasks and responsibilities to ensure seamless facilities operations.

Essential Skills

• At least 1+ year of customer service experience in a high-volume, fast-paced environment.
• High School Diploma or GED.
• Ability to type at least 35+ words per minute.
• Strong customer service and communication skills, both written and verbal.
• Ability to prioritize multiple tasks and meet deadlines consistently.
• Excellent organizational skills and strong attention to detail.
• Ability to work independently and take initiative with minimal supervision.
• Basic proficiency with Microsoft Office applications and technology platforms.
• Comfort with performing basic mathematical calculations for invoice review and reporting.
• Dependable work habits with strong follow-through and accountability.
• Customer service orientation and professionalism when interacting with clients, contractors, and colleagues.
• Experience handling high-volume calls and performing administrative support tasks.

Additional Skills & Qualifications

• Some college coursework or a degree.
• Experience in facilities management, property management, maintenance coordination, dispatching, vendor management, or administrative support.
• Familiarity with work order management systems and related technology platforms.
• Basic understanding of building systems, including HVAC, electrical, and plumbing.
• Experience reviewing invoices, service contracts, or vendor documentation.
• Experience in retail or retail customer service environments.
• Experience with facilities maintenance coordination, including dispatch and order processing.
• Comfort working in a call center or similar high-volume communication environment.

Work Environment

This role operates in a hybrid work environment with an in-office schedule from Monday through Thursday and work-from-home on Fridays. The position supports a facilities management team focused on retail clients and involves frequent interaction with contractors, vendors, and internal stakeholders. The work setting is fast-paced and high volume, requiring consistent use of technology platforms, Microsoft Office, and work order management systems for data entry, documentation, and reporting. The environment emphasizes collaboration, accountability, customer service, and continuous improvement while providing opportunities to gain experience in facilities operations, vendor management, work order coordination, and contract compliance.

Job Type & Location

This is a Contract position based out of Farmers Branch, TX.

Pay and Benefits

The pay range for this position is $19.00 - $21.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 hybrid position in Farmers Branch,TX.

Application Deadline

This position is anticipated to close on Sep 24, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications withoutregard to race, sex, age, color, religion, national origin, veteran status, disability,sexual orientation, gender identity, genetic information or any characteristic protectedby law.

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

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

Massachusetts Lie Detector:It is unlawful in Massachusetts to require or administer a lie detector test as acondition of employment or continued employment. An employer who violates this lawshall 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 applicationsand qualifications, but final decisions are made by our hiring team. By applying, youacknowledge and agree that your application may be reviewed using AI tools.