Facilities and Safety Administrator

Lawley Insurance; Buffalo (NY); On-site; USD 51,000 - 86,000; Full time

Benefits offered by this job

Competitive salary

Extensive benefits

3 weeks PTO + holidays

401K from Day 1

Educational support

Hybrid schedules

Volunteer time off

Job summary

Lawley Insurance in Buffalo, NY seeks an experienced Facilities and Safety Administrator to oversee 17 office locations across multiple states, manage vendor relations, safety programs, space planning, and leases while traveling up to 20%.

The role emphasizes organization, proactive problem solving, and collaboration with HR and continuity teams, offering a competitive salary, strong benefits, PTO, parking, and a hybrid schedule in downtown Buffalo.

Qualifications

• Minimum 3 years of facilities coordination/administration.
• Associate degree (A.A. or A.S.) preferred, or equivalent experience demonstrating the knowledge and skills necessary to perform the role.
• Ability to travel up to 20% in support of offices across the growing footprint.
• Knowledge of Microsoft Office products, and experience navigating windows-based software.
• Demonstrated problem solving abilities and a proactive mindset.
• Incredible attention to detail and organizational skills.
• Positive attitude, even in a fast-paced environment.
• A passion to make associates and coworkers feel important and valued.
• Capability to work quickly and efficiently.
• Precise communication skills, even under time constraints.

Responsibilities

• Oversee facilities, safety, and space planning across 17 locations to ensure a safe, compliant environment that supports operations and the employee experience.
• Coordinate maintenance with vendors, oversee repairs, and respond to work orders promptly.
• Build and maintain relationships with landlords, property managers, and service providers.
• Maintain workplace safety compliance including OSHA postings, notices, and emergency information.
• Coordinate fire drills and emergency preparedness planning; conduct safety investigations as required.
• Negotiate and administer leases in collaboration with legal counsel and stakeholders.
• Manage parking programs across locations, including space allocation and records.
• Coordinate visitor and vendor access and security procedures.
• Maintain inventory of furniture and fixtures as applicable.
• Collaborate with HR leadership and Business Continuity to ensure a safe work environment.

Skills

Facilities coordination

Travel readiness

Microsoft Office

Attention to detail

Communication skills

Education

Associate degree

Tools

Microsoft Office

Job description

Due to an upcoming retirement, Lawley is seeking an experienced and proactive Facilities and Safety Administrator in Buffalo, NY! This position will be based in Buffalo, NY but will travel in support of offices across the growing footprint. This position plays a critical role in overseeing and optimizing facilities, safety and space planning across 17 branch locations in multiple states. This role is responsible for management of all building-related facility matters, managing vendor/landlord relationships, supporting workplace safety initiatives, conducting inspections, maintaining safety records, and ensuring compliance with all applicable regulations and company policies. The ideal candidate will have strong organizational and communication skills, experience in facilities coordination and workplace safety, and the ability to travel. This position comes with a full package - great benefits, competitive PTO/holiday schedule, and paid parking in downtown Buffalo!

These are the fundamental components of the job:

• Oversee and optimize facilities, safety and space planning across 17 office locations in multiple states, ensuring a safe, compliant, and efficient environment that supports business operations and enhances the employee experience.
• Awareness and management of all building-related facility matters such as maintenance schedules, coordinating repairs with vendors, overseeing equipment upkeep, ensuring facility compliance and safety, and responding to work orders in a timely manner.
• Build and maintain relationships with landlords, property managers, and service providers to facilitate building operations, successfully resolve facility concerns, and support ongoing maintenance and improvement initiatives.
• Maintain workplace safety compliance requirements, including required OSHA postings, reporting, safety notices, and emergency information across all company locations.
• Coordinate workplace safety procedures, including fire drills, emergency preparedness planning, and safety investigations as required.
• Oversee the administration, negotiation, and compliance of all landlord/tenant leases and lease agreements, partnering with legal counsel, landlords, and internal stakeholders to ensure favorable terms, regulatory compliance, and the effective operation of office facilities.
• Administer parking programs across office locations, including space allocation and parking needs, records management, and communications with employees.
• Coordinate visitor and vendor access to company facilities, including building access, check-in procedures, and adherence to organizational security requirements.
• Maintenance and purchasing (where applicable) of inventory such as furniture and fixtures.
• Collaborate with SR. HR leader and Business Continuity team to prioritize a safe and functional work environment for associates.

Other functions of the job:

• Expand and grow in your role when supporting miscellaneous duties as requested.

Skills / traits that we value for this role:

• Minimum of 3 years of experience in facilities coordination/administration.
• Associate degree (A.A. or A.S.) preferred, or equivalent experience demonstrating the knowledge and skills necessary to perform the role.
• Ability to travel up to 20% in support of offices across the growing footprint.
• Knowledge of Microsoft Office products, and experience navigating windows-based software.
• Demonstrated problem solving abilities and a proactive mindset.
• Incredible attention to detail and organizational skills.
• Positive attitude, even in a fast-paced environment.
• A passion to make associates and coworkers feel important and valued.
• Capability to work quickly and efficiently.
• Precise communication skills, even under time constraints.

A bit about Lawley:

• We are not a call center environment.
• We achieve success by building genuine relationships together, with our teams and clients.
• We are a family-owned insurance broker (70+ years!).
• We are deeply committed to the communities we serve and love to get involved.
• We work hard and play hard!!!

Why Lawley?:

• Competitive salary and referral bonuses!
• Expansive Benefits (Medical, Dental, Vision- and SO many more).
• 3 weeks of PTO (prorated based on start date) AND a generous holiday schedule - available 1st day!
• Company 401K contribution received starting Day 1 (for participants 21+ years old).
• Educational support, career development, and growth opportunities.
• Job Security (we’ve never had a lay-off, even during the pandemic).
• Flexibility, including hybrid schedules! Business hours 8am-4:30pm.
• Comfortable, family-oriented culture, with an emphasis on work life balance.
• Unlimited Volunteer Time Off opportunities (so you can assist in serving our communities).
• Fulfilling opportunities that align with your career path and our business needs.

The compensation range for this position takes many factors into consideration including but not limited to: years of experience/training, skill set, and licenses/designations. It is not typical for an individual to be hired near the top of the range for a position as circumstances and location can vary in every hiring situation. A reasonable estimate of the current range is $51,498.15 to $85,830.25.