Facility Administrator

UG2; Cambridge (MA); On-site; USD 60,000 - 75,000; Full time

Job summary

UG2 is seeking a motivated Facilities Administrator to join our team in Cambridge, MA. This entry-level role offers a path into commercial real estate and facilities management within the life sciences sector.

The position supports property operations through administrative coordination, vendor management, financial administration, and project assistance, ensuring safety, efficiency, and compliance with company standards.

Qualifications

• Bachelor's degree required.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills.

Responsibilities

• Serve as primary contact for tenant inquiries and provide day-to-day admin support for property operations.
• Coordinate recurring tenant meetings, document action items, and ensure timely follow-up on issues.
• Assist with property improvement initiatives, capital projects, and tenant renovations with minimal disruption.
• Support on-site construction activities by coordinating tenant access and scheduling work affecting occupants.
• Participate in regular operational meetings with engineering, janitorial, and security teams.
• Perform routine inspections of tenant suites and common areas to identify maintenance and safety concerns.
• Coordinate service requests and oversee janitorial, engineering, and security personnel as needed.
• Assist in vendor selection, bid solicitation, proposal evaluations, and contract administration.
• Prepare purchase orders, service agreements, and other operational documentation.
• Maintain records of tenant and vendor COIs, ensuring coverage and expiration dates.
• Assist with accounts receivable activities, including invoice coding and collections monitoring.
• Support annual operating budgets planning and tracking.
• Coordinate communications with tenants, vendors, and project partners.
• Assist in planning tenant appreciation events and community engagement.
• Contribute to special projects and other duties as assigned.

Skills

Microsoft Office proficiency

Organizational skills

Written and verbal communication

Attention to detail

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

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.