Job Description

Facilities Admin Specialist

• Perform various administrative tasks, including handling emails, letters, filing, and correspondence.
• Maintain accurate records and ensure the confidentiality of files and documents.
• Coordinate internal and external meetings, prepare relevant documents, and take and distribute meeting minutes.
• Handle phone calls professionally, manage emails, and prioritize correspondence.
• Prepare presentations, documents, and back-office paperwork as needed.
• Manage external business and client relations/visits.
• Oversee contracts and providers for services such as security, parking, cleaning, transportation and concessionaires.
• Assist in monitoring of maintenance and repair of facilities (in rare cases where MST is not
  around)
• Coordinate the work of contractors.
• Coordinate multiple projects to meet deadlines and project plans.
• Generate and present regular reports and reviews of facility-related budgets, contracts, expenditures (RFPS), and purchases.
• Monitor contractors and ensure that assigned work is completed satisfactorily.
• Monitor and request various supplies (office, cleaning, and other operations-related items).
• Conduct special projects and other administrative functions as assigned.