Job Description

• Provide administrative support to the Facilities and/or Operations
• Review, track, and reconcile invoices, billing statements, and vendor charges for accuracy
• Assist in processing purchase orders (POs), invoices, and payment requests in internal systems (e.g., SmartOffice or similar)
• Maintain records of contracts, service agreements, and vendor documentation
• Track and manage change orders, ensuring proper documentation, approvals, and budget alignment
• Coordinate with vendors, contractors, and internal stakeholders to follow up on billing, service completion, and documentation
• Support budget tracking and reporting, including maintaining spreadsheets for expenses and project costs
• Assist with scheduling, meeting coordination, and documentation for facilities-related projects
• Ensure all documentation is properly filed and organized for audit and compliance purposes
• Support site operations as needed, including office moves, maintenance coordination, and facility requests
• Perform other administrative duties as assigned

• Associate’s or Bachelor’s degree in Business Administration, Accounting, or related field preferred
• 2–5 years of administrative or facilities support experience (construction, property management, or corporate facilities preferred)
• Experience with invoice processing, billing reconciliation, or basic accounting functions
• Familiarity with purchase orders, contracts, and change order processes is a plus
• Proficiency in Microsoft Excel and Office Suite (experience with ERP systems is a plus)
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Strong communication and follow-up skills

• Attention to detail and accuracy
• Organization and time management
• Basic financial and administrative understanding
• Vendor coordination and follow-up
• Problem-solving and accountability

• Office-based with occasional interaction with site operations and vendors
• May require coordination with multiple departments and external partners
• Fast-paced environment supporting ongoing facilities and project activities