Administrative / Supply Technician

Facility Services Management Inc.; San Antonio (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Facility Services Management Inc. is seeking an Administrative/Supply Technician to provide essential administrative, clerical, and supply management support for healthcare facilities maintenance operations.

The ideal candidate will have strong organizational and communication skills, experience with administrative duties and inventory management, and the ability to effectively support a busy maintenance team.

Qualifications

• High school diploma or GED required.
• Two years of admin/support experience preferred.
• Experience with CMMS and inventory tracking.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to obtain government installation access.

Responsibilities

• Provide daily administrative, clerical, and logistical support to facility management, supervisors, and maintenance personnel.
• Prepare, process, organize, and maintain correspondence, reports, spreadsheets, service orders, purchase requests, and other administrative documentation.
• Perform data entry, filing, recordkeeping, and document management to ensure accurate and organized electronic and hard-copy records.
• Assist with tracking service orders, maintenance requests, work orders, and project documentation using CMMS and other tracking tools.
• Coordinate communications, meetings, schedules, and administrative activities between management, maintenance personnel, vendors, subcontractors, and Government representatives.
• Order, receive, inspect, store, issue, and track maintenance materials, replacement parts, tools, equipment, and office supplies.
• Maintain accurate inventory records, monitor stock levels, conduct periodic inventory counts, and coordinate replenishment to support daily facility operations.
• Prepare purchase requests, obtain vendor quotes, track purchase orders and deliveries, and verify shipments for accuracy and completeness.
• Maintain organized and secure supply storage areas, ensuring proper material handling, distribution, and accountability of company-owned and Government-furnished property.
• Assist with preparing operational reports, inventory summaries, purchasing records, employee training documentation, and other required contract deliverables.
• Coordinate with maintenance supervisors and technicians to identify material requirements and ensure timely availability of supplies for Operations and Maintenance (O&M) and Corrective Maintenance (CM) activities.
• Identify and report administrative, purchasing, and inventory discrepancies and assist with resolving issues to prevent operational delays.
• Ensure compliance with company policies, safety procedures, confidentiality requirements, and applicable Government contract requirements.

Skills

Administrative support

Inventory management

Data entry

Recordkeeping

Customer service

Education

High school diploma or GED

Tools

CMMS

Excel

Word

Outlook

Job description

We are seeking a dependable, organized, and detail-oriented Administrative/Supply Technician to provide essential administrative, clerical, and supply management support for healthcare facilities maintenance operations.

The ideal candidate will have strong organizational and communication skills, experience with administrative duties and inventory management, and the ability to effectively support a busy maintenance team.

This position plays an important role in ensuring daily operations run smoothly by maintaining accurate records, coordinating service orders, managing supplies, and supporting purchasing and inventory activities.

Responsibilities

include the following. Other duties may be assigned.

• Provide daily administrative, clerical, and logistical support to facility management, supervisors, and maintenance personnel.
• Prepare, process, organize, and maintain correspondence, reports, spreadsheets, service orders, purchase requests, and other administrative documentation.
• Perform data entry, filing, recordkeeping, and document management to ensure accurate and organized electronic and hard-copy records.
• Assist with tracking service orders, maintenance requests, work orders, and project documentation using computerized maintenance management systems (CMMS) and other tracking tools.
• Coordinate communications, meetings, schedules, and administrative activities between management, maintenance personnel, vendors, subcontractors, and Government representatives.
• Order, receive, inspect, store, issue, and track maintenance materials, replacement parts, tools, equipment, and office supplies.
• Maintain accurate inventory records, monitor stock levels, conduct periodic inventory counts, and coordinate replenishment to support daily facility operations.
• Prepare purchase requests, obtain vendor quotes, track purchase orders and deliveries, and verify shipments for accuracy and completeness.
• Maintain organized and secure supply storage areas, ensuring proper material handling, distribution, and accountability of company-owned and Government-furnished property.
• Assist with preparing operational reports, inventory summaries, purchasing records, employee training documentation, and other required contract deliverables.
• Coordinate with maintenance supervisors and technicians to identify material requirements and ensure timely availability of supplies for Operations and Maintenance (O&M) and Corrective Maintenance (CM) activities.
• Identify and report administrative, purchasing, and inventory discrepancies and assist with resolving issues to prevent operational delays.
• Ensure compliance with company policies, safety procedures, confidentiality requirements, and applicable Government contract requirements.

Education and/or Work Experience Requirements:

• High school diploma or GED required.
• Two (2) years of experience in administrative support, service order processing, supply operations, inventory management, or related work preferred.
• Experience in facilities maintenance, healthcare facilities, or government contracting preferred.
• Familiarity with computerized maintenance management systems (CMMS) and inventory tracking procedures.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong organizational, communication, recordkeeping, and customer service skills.
• Basic knowledge of maintenance materials, purchasing procedures, and inventory control.
• Ability to prioritize tasks, maintain accurate records, and work effectively with maintenance personnel and supervisors.
• Must be able to obtain and maintain required government installation access, as applicable.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. Must be able to lift up to 10 pounds on a regular basis and up to 50 pounds as needed. Must be able to work in a variety of office and fluid settings including sites in various stages of development. Must be able to work in a sitting position for 8 or more hours a day. Most work being performed on the computer, plans table and/or phone.