Facilities Operations Admin & CMMS Specialist

U.S. Facilities, Inc.; Village of Tarrytown (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

U.S. Facilities, Inc. is seeking a Facilities Management Administrator to support operations in Tarrytown and Sleepy Hollow, NY.

The role focuses on coordinating work orders, CMMS data maintenance, and liaising with site leadership to ensure accurate, timely documentation and service delivery. The ideal candidate has five+ years of administrative or facilities support experience, strong MS Office skills, and a customer-service mindset.

Qualifications

• Minimum five years in administrative, operations support, facilities support, or similar role.
• Strong Microsoft Office proficiency and data accuracy.
• Excellent written and verbal communication and customer service.
• Ability to manage multiple priorities, deadlines, and changing priorities.
• Familiarity with CMMS; payroll/timekeeping experience preferred.

Responsibilities

• Partner with site leadership and maintenance teams to support service delivery.
• Coordinate planned maintenance programs, scheduling, work orders, and vendor engagement.
• Manage work order lifecycle and documentation.
• Administer CMMS data for accuracy and reporting integrity.
• Maintain files, reports, and filing systems; support month-end reporting.
• Oversee payroll processing and union documentation with precision.
• Assist onboarding of new employees and maintain office supplies.

Skills

Administrative experience

Time management

Organizational skills

Communication skills

Customer service

Detail oriented

Team collaboration

Education

High school diploma or equivalent

Administrative certificate or diploma

Tools

Microsoft Office

CMMS familiarity (Tririga or similar)

Payroll systems/timekeeping

Job description

U.S. Facilities, Inc. is seeking a Facilities Management Administrator to support operations in Tarrytown and Sleepy Hollow, NY.

The role focuses on coordinating work orders, CMMS data maintenance, and liaising with site leadership to ensure accurate, timely documentation and service delivery. The ideal candidate has five+ years of administrative or facilities support experience, strong MS Office skills, and a customer-service mindset.