Assistant Facilities Administrator

Gregor Industries Inc; Huntington Station (NY); On-site; USD 48,000 - 70,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Pet Insurance

Advancement opportunities

Job summary

Gregor Industries Inc. is seeking an Assistant Facilities Manager to support the Facilities Department's day-to-day operations in New York. This role centers on coordinating projects, managing work orders, maintaining documentation, and supporting internal teams for smooth execution.

Ideal candidates are highly organized, detail-oriented, and interested in facilities or construction operations with room for growth within the company.

Qualifications

• 1–3 years of experience in an administrative, operations, or coordinator role (facilities or construction industry is a plus)
• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Comfortable working with multiple systems and tracking tools
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Experience with platforms like Procore, UpKeep, or Corrigo is a plus

Responsibilities

• Support Facilities Management in planning and organizing construction and maintenance projects
• Assist in developing project plans, schedules, and documentation
• Track project progress and flag delays or issues to leadership
• Coordinate communication between internal teams, clients, and subcontractors
• Manage and respond to work orders through appropriate channels (Corrigo, 360, email requests)
• Organize and track work orders to ensure timely completion
• Maintain accurate records in systems such as UpKeep and Procore
• Provide administrative support including proposals, invoices, reports, and client correspondence
• Maintain organized filing systems (digital and hard copy) for project tracking
• Assist in managing calendars, including proposal deadlines and project timelines
• Support compliance with township and municipal requirements
• Maintain and track insurance documentation for subcontractors and company compliance
• Coordinate onboarding and vetting of subcontractors through insurance procedures
• Work with the Director of Insurance to ensure all documentation is complete
• Assist in monitoring project expenses and tracking budgets
• Support cost reporting and documentation for facilities projects
• Provide day-to-day support to the Facilities Department
• Assist in maintaining key logs, status tracking, and internal reporting
• Help ensure compliance with company processes and procedures

Skills

Organizational skills

Multitasking

Excellent communication

Microsoft Office

Written communication

Systems literacy

Attention to detail

Team collaboration

Tools

Procore

UpKeep

Corrigo

Job description

Position Summary

The Assistant Facilities Manager supports the day-to-day administrative and operational functions of the Facilities Department. This role is primarily office-based and focuses on coordinating projects, managing work orders, maintaining documentation, and supporting internal teams to ensure smooth execution of facilities-related work.

This is an ideal role for someone highly organized, detail-oriented, and interested in facilities or construction operations, with opportunities for growth within the company.

Key Responsibilities

Project & Facilities Coordination

• Support Facilities Management in planning and organizing construction and maintenance projects

• Assist in developing project plans, schedules, and documentation

• Track project progress and flag delays or issues to leadership

• Coordinate communication between internal teams, clients, and subcontractors

Work Order & Systems Management

• Manage and respond to work orders through appropriate channels (Corrigo, 360, email requests)

• Organize and track work orders to ensure timely completion

• Maintain accurate records in systems such as UpKeep and Procore

Administrative Support

• Provide administrative support including proposals, invoices, reports, and client correspondence

• Maintain organized filing systems (digital and hard copy) for project tracking

• Assist in managing calendars, including proposal deadlines and project timelines

• Support compliance with township and municipal requirements

Insurance & Vendor Coordination

• Maintain and track insurance documentation for subcontractors and company compliance

• Coordinate onboarding and vetting of subcontractors through insurance procedures

• Work with the Director of Insurance to ensure all documentation is complete

Financial & Budget Tracking

• Assist in monitoring project expenses and tracking budgets

• Support cost reporting and documentation for facilities projects

General Operations Support

• Provide day-to-day support to the Facilities Department

• Assist in maintaining key logs, status tracking, and internal reporting

• Help ensure compliance with company processes and procedures

Qualifications

Experience & Skills

• 1–3 years of experience in an administrative, operations, or coordinator role (facilities or construction industry is a plus, not required)

• Strong organizational and multitasking skills

• Excellent communication skills (written and verbal)

• Comfortable working with multiple systems and tracking tools

• Proficiency in Microsoft Office (Excel, Outlook, Word)

• Experience with platforms like Procore, UpKeep, or Corrigo is a plus

Requirements

• Ability to work full-time in an office setting

• Strong attention to detail and ability to manage multiple priorities

• Interest in facilities management or construction operations preferred

Work Environment

• Full-time, in-office position

• Fast-paced, team-oriented environment supporting multiple projects

Compensation & Benefits

• Medical, Dental, Vision, and Pet Insurance (eligible after 60 days)

• Opportunities for advancement and growth within the company