Facility Administrator

UG2; Boston (MA); Vor Ort; USD 52.000 - 70.000; Vollzeit

Zusammenfassung

UG2 is seeking a motivated Facilities Administrator to launch a career in commercial real estate and facilities management, focusing on the life sciences sector. The role emphasizes administrative coordination, vendor management, and financial tasks to support safe, efficient operations across properties in the Boston area.

The position targets recent graduates with strong MS Office skills, excellent written and verbal communication, and attention to detail.

Qualifikationen

• Bachelor's degree required.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.

Aufgaben

• Serve as primary contact for tenant inquiries and provide day-to-day administrative support for property operations.
• Coordinate recurring tenant meetings, document action items, and ensure timely follow-up on outstanding issues.
• Assist with property improvement initiatives, capital projects, and tenant renovations while minimizing operational disruptions.
• Support on-site construction activities by coordinating tenant access, scheduling work that may impact occupants, and communicating project updates.
• Participate in regular operational meetings with engineering, janitorial, and security teams.
• Perform routine inspections of tenant suites and common areas to identify maintenance concerns.
• Coordinate and oversee service requests while assisting with the direction of janitorial, engineering, and security personnel as needed.
• Prepare purchase orders, service agreements, and other operational documentation.
• Maintain accurate records of tenant and vendor Certificates of Insurance and ensure compliance.
• Assist with accounts receivable activities, including coding invoices and monitoring collections.
• Support the preparation, tracking, and management of annual operating budgets.
• Coordinate communications with tenants, vendors, and project partners through email announcements.
• Assist in planning tenant appreciation events and community engagement activities.

Kenntnisse

MS Office proficiency

Organizational skills

Communication skills

Attention to detail

Problem-solving

Ausbildung

Bachelor's degree

Tools

Microsoft Office

Jobbeschreibung

UG2 is seeking a motivated and career-driven Facilities Administrator to join our team. This is an outstanding opportunity for a recent college graduate interested in launching a career in commercial real estate and facilities management, with a focus on the life sciences industry.

Position Summary

The Facilities Administrator supports the effective operation of assigned properties through a combination of administrative coordination, operational support, tenant relations, vendor management, financial administration, and project assistance. This position helps ensure that facilities operate safely, efficiently, and in compliance with company standards.

Essential Responsibilities

• Serve as a primary point of contact for tenant inquiries and provide day-to-day administrative support for property operations.
• Coordinate recurring tenant meetings, document action items, and ensure timely follow-up on outstanding issues.
• Assist with property improvement initiatives, capital projects, and tenant renovations while minimizing operational disruptions.
• Support on-site construction activities by coordinating tenant access, scheduling work that may impact occupants, and communicating project updates.
• Participate in regular operational meetings with engineering, janitorial, and security teams to ensure smooth facility operations.
• Perform routine inspections of tenant suites and common areas to identify maintenance concerns, safety issues, and operational improvements.
• Coordinate and oversee service requests while assisting with the direction of janitorial, engineering, and security personnel as needed.
• Participate in vendor selection by assisting with bid solicitation, proposal evaluations, and contract administration.
• Prepare purchase orders, service agreements, and other operational documentation.
• Maintain accurate records of tenant and vendor Certificates of Insurance, ensuring compliance with coverage requirements, policy limits, expiration dates, and additional insured provisions.
• Assist with accounts receivable activities, including coding invoices and monitoring collections.
• Support the preparation, tracking, and management of annual operating budgets.
• Coordinate communications with tenants, vendors, and project partners through email announcements and other correspondence.
• Assist in planning and coordinating tenant appreciation events and community engagement activities.
• Contribute to special projects and perform additional duties as assigned.

Required Qualifications

• Bachelor's degree required.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and strong problem-solving abilities.

Preferred Qualifications

• Interest in building a long-term career within commercial real estate, property management, or facilities management.
• Prior internship, coursework, or experience related to commercial real estate, facilities, or property management is preferred.
• Customer-focused approach with a commitment to providing exceptional tenant service.
• Self-motivated with the ability to work independently while contributing effectively to a collaborative team environment.
• Positive attitude, professional demeanor, and strong interpersonal skills.
• Comfortable using web-based applications, email platforms, and other business technology tools.

About UG2

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.