Facilities & Safety Administrator II

Fullsight, LLC; Warrendale (Allegheny County); On-site; USD 50,000 - 70,000; Full time

Job summary

Fullsight, LLC is looking for a Facilities Management Coordinator to provide operational and administrative support for multiple office locations. Key responsibilities include managing purchase orders, reconciling invoices, and administering facilities systems.

The ideal candidate should have an associate's degree or equivalent experience in facilities management, strong organizational skills, and effective communication abilities. The role also requires participation in workplace safety programs and vendor coordination.

Qualifications

• Experience in facilities administration or operations support.
• Working knowledge of facilities systems and vendor coordination.
• Experience supporting workplace safety programs or committees.

Responsibilities

• Process and manage purchase order requisitions.
• Reconcile facilities-related invoices with Accounts Payable.
• Administer facilities-related systems ensuring data accuracy.
• Serve as the primary facilities contact for assigned locations.

Skills

Organizational skills

Attention to detail

Effective communication

Vendor coordination

Education

Associate’s degree or equivalent work experience in facilities management

Bachelor’s degree in Facilities Management or Business Administration (preferred)

Tools

CMMS

Visitor management systems

Access control systems

CCTV

Job description

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE) deliver shared solutions to industry's common challenges. Join us and create a higher standard for a better world. The Facilities Management Coordinator provides operational and administrative support under general direction for company facilities across multiple office locations.

Job Summary

The Facilities Management Coordinator is responsible for facilities purchasing and invoice reconciliation, systems administration, safety program leadership, access control management, space coordination, and limited multi-site support. The role participates as a member of the Safety Committee, exercises independent judgment in resolving facilities and vendor-related matters within established guidelines, and escalates issues as appropriate. The position also provides backup support to the Mechanical Maintenance position as required.

Essential Functions

• Process and manage purchase order requisitions for facilities, maintenance, and capital-related expenditures in accordance with company procurement policies.
• Reconcile facilities-related invoices with Accounts Payable, resolve discrepancies, and support accurate financial reporting.
• Administer facilities-related systems (e.g., computerized maintenance management, visitor management, access control, life-safety, space planning, and notification platforms), ensuring data accuracy, system availability, reporting integrity, and appropriate user access.
• Participate as a member of the Safety Committee, including meeting facilitation, documentation, and coordination of corrective measures.
• Administer physical security and access control systems, including programming employee ID badges, managing access levels, and supporting periodic audits.
• Coordinate office reconfigurations, furniture moves, and space changes, working with internal stakeholders and external service providers.
• Provide facilities support for additional office locations, including periodic site visits and coordination of office decommissioning activities (vendor oversight, asset disposition, and space restoration).
• Serve as the primary facilities contact for designated locations and provide coordination support to local leadership at other sites, depending on business needs.
• Select vendors and negotiate scope of work within established parameters, administer existing service contracts, and monitor vendor performance, escalating matters as appropriate.
• Provide backup support for the Mechanical Maintenance functions, including assistance with preventive maintenance coordination and vendor management.
• Serve as a primary point of contact for facilities service requests and independently resolve issues within established guidelines, escalating complex or high-impact matters as appropriate.
• Maintain facilities documentation, system records, safety logs, vendor files, and site condition reports.
• Support compliance with applicable safety regulations, building requirements, and internal policies.

Other Non‑Essential Functions

• Participate in facilities and operations related projects outside of core responsibilities as assigned.
• Assist with special events, meetings, or internal initiatives that require facilities coordination.
• Provide temporary coverage for other administrative or operations staff during absences or peak workload periods.
• Support data gathering, reporting, or audits related to facilities, safety, or security systems.
• Assist with the development or updating of facilities procedures, guides, and reference documentation.
• Perform other related duties, including procurement activities, as assigned to support business needs.

Minimum Requirements

• Associate’s degree or equivalent work experience in facilities management, building operations, or a related field.
• Experience in facilities administration, procurement coordination, or operations support.
• Experience administering facilities platforms such as CMMS, visitor management, access control, CCTV, or mass notification systems.
• Working knowledge of facilities systems, access control platforms, and vendor coordination.
• Experience supporting or participating in workplace safety programs or committees.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Effective communication skills and ability to work cross-functionally.

Preferred Qualifications

• Bachelor’s degree in Facilities Management, Business Administration, Operations, or a related field.
• Experience supporting facilities operations in a multi-site corporate environment.
• Familiarity with access control, CCTV, visitor management, and mass notification systems.
• Experience administering systems such as Wisp, Alertus, Envoy, or Speco Technologies (or comparable platforms).
• Prior experience chairing or supporting a workplace safety committee.Basic understanding of OSHA, NFPA, or workplace safety standards.
• Experience coordinating office moves, space reconfigurations, or site decommissioning activities.
• Exposure to vendor contract coordination and service provider management.
• Proficiency with ERP or procurement systems for purchase orders and invoice reconciliation.
• Facilities Management or Safety-related certifications (e.g., FMP, IFMA SFP, OSHA 10/30) a plus.

Working Conditions and Physical Requirements

Primarily office-based work environment with regular interaction in occupied workplace settings. Periodic presence in facilities areas such as mechanical rooms, electrical rooms, loading docks, roofs, or storage areas may be required. Occasional exposure to noise, dust, or temperature variations typical of office and light industrial environments. Periodic travel (up to 5%) to support other company office locations. May require occasional work outside normal business hours to support facilities, safety, or security needs. Ability to remain in a stationary position for extended periods while performing administrative tasks. Ability to move throughout office and facilities areas to conduct site assessments and coordinate activities. Ability to communicate effectively with employees, vendors, and visitors. Ability to occasionally lift, carry, or move items weighing up to approximately 25 pounds, such as office supplies or small equipment. Ability to visually inspect work areas, equipment, and documentation for accuracy and safety compliance.

EEO CLAUSE

Fullsight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.