Facilities Administrator

Hackensack Meridian Health; Woodbridge Township (NJ); On-site; USD 28,000 - 39,000; Full time

Job summary

Hackensack Meridian Health is seeking a Facilities Administrator to manage daily operations across the network. You will coordinate with vendors, handle invoice processing, and support payroll-related tasks while ensuring compliance with insurance and service standards.

The role requires excellent communication, basic budget support, and proficiency in Google Suite/Microsoft Office. This on-site position in New Jersey offers growth within a collaborative healthcare environment.

Qualifications

• High School diploma, GED, and/or GED equivalent programs.
• Minimum of 1 year of administrative experience.
• Excellent written and verbal communication skills.
• Proficient computer skills with Google Suite and/or Microsoft Office.

Responsibilities

• Serves as the primary point of contact for incoming calls and requests.
• Initiates and dispatches work orders to outsourced vendors and contractors.
• Communicates with site stakeholders regarding work scheduling and status updates.
• Handles daily office functions and payroll-related tasks as directed.
• Assists with invoice processing and month-end transmittals.
• Maintains vendor certificates of insurance and contract records.
• Investigates and resolves invoice and PO issues.
• Supports preparation of operating and capital budgets.

Skills

Administrative experience

Communication skills

Verbal communication

Written communication

Education

High School diploma or GED

Associate's or Bachelor's Degree

Tools

Google Suite

Microsoft Office

Job description

Overview

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Facilities Administrator serves as the primary point of contact for facility-related inquiries, managing daily operations, vendor coordination, and service requests across the network. This role oversees financial administrative tasks, including invoice processing, budget preparation, and property tax schedule maintenance. Additionally, the Facilities Administrator supports the Realty team, as directed, with payroll, office operations, and ensures vendor compliance with insurance and service standards.

Responsibilities

A day in the life of a Facilities Administratorat Hackensack Meridian Health includes:

• Serves as the primary point of contact for incoming calls and requests.
• Initiates and dispatches work orders to outsourced vendors and contractors.
• Communicates with site stakeholders regarding work scheduling, status updates, and any necessary coordination.
• Initiates both utility account set ups for new properties, disconnects for expired leases, coordinates scheduling of meter change outs, and processes all utility invoices and invoice follow up for all sites.
• Performs daily office functions including but not limited to: opening/sorting mail, answering phones and emails, scheduling meetings as requested by the Director, replenishing office supplies, filing, etc.
• Assists with invoice processing, which includes accurate coding, managing purchase orders, handling check requests, and preparing comprehensive month-end transmittals.
• Maintains and audits Vendor Service sheets for all managed sites, ensuring that service logs are current, accurate, and reflective of active contracts and performance standards.
• Updates and maintains Certificate of Insurance for all vendors. Ensures all vendor Certificates of Insurance are current and compliant.
• Actively investigates and resolves outstanding invoice issues and purchase order (P.O.) exceptions. This includes addressing landlord inquiries, clarifying payment status and troubleshooting vendor account discrepancies.
• Assist with preparation of both operating and capital budgets.
• Supports the Realty team in the maintenance of property tax schedules, ensuring accurate record-keeping and timely updates to reflect changes in the property portfolio.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
• Minimum of 1 year of administrative experience.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Google Suite and/or Microsoft Office platforms.

Education, Knowledge, Skills and Abilities Preferred:

• Associate's or Bachelor's Degree.
• PeopleSoft experience

Starting Minimum Rate

Minimum rate of $24.34 Hourly

Job Posting Disclosure

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance-based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full-time and part-time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.