Job Description

The Facilities & Compliance Administrator provides operational and administrative support for the Facilities and Compliance departments by coordinating maintenance activities, supporting regulatory compliance programs, managing business systems, and ensuring timely processing and follow-up of inspections, testing, permits, and compliance documentation.

This position serves as a central coordinator for facility work orders, environmental compliance activities, regulatory correspondence, vendor communication, and business records. The role is responsible for identifying required follow-up actions, maintaining accurate documentation, and ensuring critical compliance activities remain on schedule.

Success in this role requires exceptional organization, attention to detail, analytical thinking, and the ability to manage multiple priorities while working closely with internal departments, vendors, contractors, and regulatory agencies.

Duties/Responsibilities:

• Coordinate and monitor facility work orders through the maintenance management platform.
• Review work order status, identify outstanding issues, and coordinate follow-up with internal teams and service vendors.
• Support facilities projects by tracking timelines, documentation, vendor communication, and project completion.
• Prepare reports and provide administrative support for Facilities operations.
• Monitor regulatory email inboxes, inspection reports, notices, and physical mail.
• Review incoming inspection reports and testing results to identify deficiencies, required actions, and compliance deadlines.
• Create and maintain tracking logs and summarize required follow-up activities for the Compliance team.
• Process environmental testing documentation, inspection reports, and regulatory correspondence.
• Coordinate vendor scheduling for required inspections and environmental testing.
• Track corrective actions through completion and maintain accurate compliance records.
• Prepare documentation packages for regulatory inspections and audits.
• Support permit applications, renewals, licensing documentation, and acquisition-related compliance activities.
• Maintain compliance records within Titan Cloud and other business systems.
• Process Vapor Recovery Inspection Checklists (VRIC), monthly inspections, testing documentation, and other environmental compliance records.
• Organize electronic and physical compliance records to ensure documentation is readily available for regulatory review.
• Prepare reports, correspondence, and operational summaries.
• Coordinate invoices, vendor documentation, and financial approvals.
• Maintain department files, SharePoint libraries, and business records.
• Assist with continuous improvement projects, document organization, and other departmental initiatives.
• Perform additional duties as assigned.

Education, Skills, and Qualifications:

• Associate's in business administration, Environmental Science, Operations, or a related field required with a Bachelor degree in a similar field preferred.
• Strong organizational and project coordination skills.
• Excellent written and verbal communication skills.
• Ability to review documentation, identify issues, and prioritize follow-up actions.
• High attention to detail and accuracy when working with regulatory documentation.
• Intermediate to advanced proficiency in Microsoft Office, particularly Excel.
• Experience working with work order management systems, document management systems, or compliance software is preferred.
• Ability to work independently while managing multiple deadlines.
• Experience supporting facilities, environmental, regulatory, or compliance programs is preferred.

Physical Requirements:

The candidate while performing the assigned duties of this job will frequently be required to perform the following physical activities:
• Stand, walk, bend, twist, kneel, crouch, stoop, climb/balance and use their hands/fingers to handle or feel objects and controls.
• Must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 75 pounds.
• Environmental conditions include heat, cold, allergen, noise, and fume/chemical/odor exposure from gasoline and cleaning chemicals.

Jacksons is an Equal Employment Opportunity Employer and will ensure that applicants and employees are given equal opportunities in employment and contracting activities regardless of race, religion, color, national origin, sex, age, disability, or any other protected characteristic.