Facilities Management Admin & Project Support Specialist

Albany Medical Center; City of Albany (NY); On-site; USD 47,000 - 66,000; Full time

Job summary

Albany Med Health System's Facility Maintenance department seeks an experienced administrative professional to support capital projects and upper management on day shift. This role requires discretion with confidential data and strong Microsoft Office skills, especially Excel, Word and Outlook.

You will process requisitions, maintain budgets and project files, manage contracts and change orders, update spreadsheets, and generate reports to keep projects on track.

Qualifications

• Minimum two years of administrative, financial, procurement, or project support experience.
• Experience supporting capital projects, purchasing, budgeting, or financial tracking preferred.
• Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong organizational, communication, and analytical skills.
• Ability to manage confidential information and multiple priorities.

Responsibilities

• Process capital project requisitions, purchase orders, invoices, and related procurement docs.
• Maintain budget sheets, project files, records, and supporting documentation.
• Manage AIA documents, contracts, change orders, and payment apps.
• Update and maintain spreadsheets, databases, and tracking systems.
• Schedule meetings, coordinate appointments, and provide admin support.
• Maintain departmental records, databases, and Office documents.
• Prepare and distribute ad hoc reports, budget summaries, expenditure analyses, and status updates.
• Provide general office support for departmental operations and capital projects.

Skills

strong organizational

communication skills

analytical skills

confidential information handling

multitasking

Education

associate degree

bachelor's degree preferred

Tools

Microsoft Office Suite

Excel

Word

Outlook

Job description

Albany Med Health System's Facility Maintenance department seeks an experienced administrative professional to support capital projects and upper management on day shift. This role requires discretion with confidential data and strong Microsoft Office skills, especially Excel, Word and Outlook.

You will process requisitions, maintain budgets and project files, manage contracts and change orders, update spreadsheets, and generate reports to keep projects on track.