Facilities Department Administrative Coordinator

Western New York Integrated Care Collaborative, Inc.; Town of West Seneca (NY); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Sonwil, a third-party logistics company based in Western New York, seeks a Facilities Department Administrative Coordinator to provide administrative and operational support to the Facilities team. You will be the primary contact for tenants, warehouse locations, vendors, and contractors, and handle work orders from entry to dispatch.

You will coordinate between tenants, contractors, and internal teams, monitor progress, assist with planned maintenance scheduling, and help ensure timely

Qualifications

• 3-5 years of office or administrative experience.
• Strong verbal and written communication skills.
• Ability to multitask and manage deadlines with minimal supervision.
• Proficiency with standard office software and data entry systems.

Responsibilities

• Create, enter, and track work orders in the company work order management system.
• Dispatch the appropriate Facilities team member or outside vendor based on urgency.
• Serve as liaison between tenants, contractors, and the Facilities team regarding work orders and site access.
• Follow up on open work orders to ensure timely completion and provide status updates.

Skills

Office Admin

Communication

Multitasking

Detail Oriented

Data Entry

Spreadsheet

Tools

CMMS

Job description

The Facilities Department Administrative Coordinator provides administrative and operational support to the Facilities team by serving as a primary point of contact for tenants, warehouse locations, vendors, and contractors. This role is responsible for receiving incoming maintenance and service requests by phone and email, entering work orders into the company system, and dispatching the appropriate Facilities team member or outside vendor.

This position also supports coordination between tenants, contractors, and internal departments by arranging vendor access, monitoring work order progress, following up on open requests, and helping ensure timely resolution of maintenance-related issues. In addition, this role assists with planned maintenance scheduling for warehouse assets and supports seasonal scope development.

The Facilities Department Administrative Coordinator plays an important role in invoice processing, utility bill review, discrepancy investigation, and tenant rebill coordination in partnership with the Facilities and Accounting teams.

Key Responsibilities

• Create, enter, and track work orders in the company work order management system.
• Dispatch the appropriate Facilities team member or outside vendor based on the nature and urgency of the request.
• Communicate and serve as a liaison between tenants, contractors, and the Facilities team with regards to work orders, projects site access, etc..
• Follow up on open work orders to ensure timely completion and communicate status updates as needed.
• Monitor planned maintenance schedules for warehouse assets and help track recurring service needs.
• Assist team with facility documentation(i.e, policy, processes, project scope, etc.)
• Track outstanding invoices related to facilities work and lead resolution of billing issues.
• Review vendor invoices and utility bills for accuracy and investigate unusual consumption patterns.
• Work closely with the Accounting and Facilities teams to review lease abstracts and assign tenant rebills for applicable charges as necessary.
• Read and reference lease information to confirm tenant responsibilities and billing obligations.
• Answer incoming phone calls and emails from tenants and warehouse locations regarding maintenance and facilities-related issues.
• Prepare meeting agendas and record meeting minutes.
• Perform general administrative duties including filing, document organization, data entry, and spreadsheet creation.
• Support other administrative and departmental tasks as assigned.
• Weekly on-call rotation to address any after-hours emergencies is required.

Qualifications:

Required –

• 3-5 years of previous office or administrative experience.
• Strong verbal and written communication skills with the ability to interact professionally with tenants, vendors, contractors, and internal staff.
• Strong organizational skills and the ability to manage multiple tasks, projects, and deadlines at the same time.
• Ability to multitask, problem-solve, and follow through on open issues with minimal supervision.
• Comfortable working with spreadsheets, filing systems, and office documentation.
• Proficiency with standard office software and data entry systems.
• Strong attention to detail and accuracy.

Preferred –

• Experience with CMMS.
• Experience reviewing invoices, tracking billing, or supporting accounts payable processes.
• Ability to read and interpret lease language related to tenant responsibilities.

Work Environment:

• Full-time, in-office position
• Schedule: 7:00 a.m. - 3:30 p.m., 5 days per week
• Fast-paced administrative environment supporting facilities operations across multiple locations

About Sonwil:

A third-party logistics company based in Western New York, who is a trusted logistics, warehousing and fulfillment partner for growing brands across North America. Sonwil is passionate about its people, customers and future and strives to deliver sustainable solutions for future generations.