Facilities Admin Specialist

Provide building and office management services for economy of operation and maximum usage of facilities and equipment. Work with external vendors to develop and implement facilities plans. Review vendor contracts, onsite vendor performance, timely work order completion, and construction related activities. Participate in collaborative space planning efforts with internal resources and user groups. Prepare and monitor annual property budget and other related costs in facility planning. This position will interface with both senior management as well as individual contributors.

Logistics & Shipping/Receiving
Manage all site shipping and receiving, including packages, freight, and vendor deliveries
Coordinate delivery schedules and dock access with vendors and internal teams
Maintain accurate logs and chain-of-custody documentation when required
Support inventory tracking for operational and facility-related materials
Operations Coordination & Administration

Schedule site visits, vendor activities, and facility-related work
Process administrative paperwork including purchase requests, work orders, invoices, and service documentation
Maintain organized records for site operations and compliance tracking
Distribute and manage incoming/outgoing mail and internal deliveries
Workplace & Site Support

Coordinate on-site meetings, employee engagement activities, and site events
Assist with planning logistics for trainings, leadership visits, and team gatherings
Order, organize, and manage site catering (including lunches and special events)
Maintain break rooms, kitchens, and common areas with regular restocking of supplies
Monitor and replenish office and facility consumables
Vendor & Visitor Coordination

Serve as a point of contact for non-technical vendors and service providers
Support visitor logistics including badging coordination and meeting support
Ensure vendors follow site processes and scheduling expectations