Facilities Administrator

Perfumania; Florida; On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, and vision insurance

Company discounts

Work-from-home opportunities

Job summary

Perfumania is seeking a Facilities Administrator to provide administrative and operational support for the Facilities department at the corporate office and distribution centers. You will coordinate maintenance requests, liaise with vendors and store locations, process invoices, maintain records, and assist with facilities-related projects under the guidance of the Director of Facilities and Maintenance.

The role is on-site, non-exempt, with compensation of $24.03 per hour.

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• 2 years of administrative experience supporting Facilities or related departments.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Enter, monitor, and track maintenance requests for offices, DCs, and stores.
• Coordinate vendor scheduling and follow-up to complete repairs promptly.
• Communicate repair status to stores and management.
• Process invoices, reconcile work orders, and maintain records.
• Assist with purchase orders, vendor docs, contracts, and reporting.
• Maintain maintenance logs, work orders, and department reports.
• Track vendor performance and ensure service levels are met.
• Support preventative maintenance by scheduling services and documenting it.
• Coordinate emergency maintenance and communicate with vendors/store management.
• Support Senior Facilities Administrator with projects and reporting.
• Maintain warranties, permits, service agreements, and other docs.
• Collaborate with Operations, Real Estate, Finance on activities.
• Perform other administrative duties and special projects.

Skills

Organization

Communication

Prioritization

Customer service

Documentation

Vendor coordination

Teamwork

Education

High School Diploma or GED

Associate's degree preferred

Tools

Microsoft Office

Job description

Facilities Administrator

Reports to: Director of Facilities and Maintenance

FLSA Status: Non-Exempt

Location: Corporate Office, on-site

Compensation: $24.03/hr

Position Summary

The Facilities Administrator provides administrative and operational support to the Facilities department by coordinating maintenance requests, communicating with vendors and store locations, processing invoices, maintaining records, and assisting with facilities-related projects for the corporate office, distribution centers, and retail store locations. This position works closely with the Senior Facilities Administrator to ensure maintenance requests are completed in a timely and efficient manner while supporting departmental goals and service standards.

Key Responsibilities

• Enter, monitor, and track maintenance requests from corporate offices, distribution centers, and retail store locations.
• Coordinate vendor scheduling and follow up to ensure repairs and maintenance requests are completed in a timely manner.
• Communicate with stores regarding the status of repairs, service requests, and maintenance updates.
• Process invoices, reconcile work orders, and maintain accurate departmental records and files.
• Assist with purchase orders, vendor documentation, contracts, and administrative reporting.
• Maintain maintenance logs, work order documentation, and departmental reports.
• Assist with tracking vendor performance and ensuring service levels are met.
• Support preventative maintenance programs by scheduling services and maintaining related documentation.
• Assist with coordinating emergency maintenance requests and ensuring timely communication with vendors and store management.
• Support the Senior Facilities Administrator with departmental projects, reporting, and administrative initiatives.
• Maintain organized records of warranties, permits, service agreements, and other facilities documentation.
• Partner with Operations, Real Estate, Finance, and other departments to support facilities-related activities.
• Perform other administrative duties and special projects as assigned.

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• (2) years of administrative experience, supporting Facilities, Property Management, Construction, or a related department.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Knowledge, Skills & Abilities

• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong customer service orientation with the ability to build positive working relationships.
• Ability to follow established procedures while exercising sound judgment.
• Ability to maintain accurate records and confidential information.
• Strong follow-up skills with the ability to coordinate multiple vendors and projects simultaneously.
• Ability to work independently as well as collaboratively within a team environment.

Physical Requirements

• Ability to lift and carry up to 50 pounds.
• Ability to stand, walk, bend, kneel, climb stairs, and reach for extended periods.
• Ability to assist with routine inspections of the corporate office, including exterior areas, parking lots, and building conditions.
• Ability to work both indoors and outdoors in varying weather conditions when conducting property inspections or supporting facilities projects.

Benefits

• Paid time off
• Medical, dental, and vision insurance
• Company discounts
• Work-from-home opportunities