Facility Administrator

Colonial Group; Houston (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

Beyond USA is seeking a Facility Administrator to oversee facility operations, process work orders, manage inventory, and coordinate with operations, facilities, and supply chain teams. The role emphasizes accuracy, compliance, and cross-site communication.

The ideal candidate has at least a high school diploma, exposure to ERP systems, and strong organizational skills to support Spring, Odessa, and Alaska locations with periodic travel.

Qualifications

• High school diploma or equivalent required.
• Associate degree in business administration, logistics, or related field preferred.
• Minimum 1 year in administration with inventory, logistics or operations support preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with ERP systems such as MS Dynamics or SAP is a plus.
• Strong understanding of logistics, shipping/receiving and cross-border compliance.

Responsibilities

• Create, submit, and process work orders for the facility.
• Maintain inventory counts and asset tracking across locations.
• Process material transfers and received PO documentation in Dynaway.
• Coordinate shipping and receiving operations and maintain logs.
• Procure inventory and ensure traceability with proper documentation.
• Adhere to compliance standards and maintain confidentiality.

Skills

Office software

Communication skills

Inventory management

Logistics knowledge

Cross-functional collaboration

Education

High school diploma

Associate degree in business/logistics

Tools

MS Dynamics

SAP

Dynaway

Job description

Job Description

The Facility Administrator is responsible for overseeing and administering tasks related to the company’s facility operations for Beyond USA. This role ensures the efficient execution of work orders, inventory management, shipping and receiving, procurement, and asset tracking. It requires constant and precise communication between sites, close collaboration with the operations, facilities, and supply chain teams to maintain compliance with company standards and procedures, with high attention to detail.

Key Responsibilities

Work Orders & Equipment Servicing Documentation

• Create, submit, and process work orders for Beyond USA.
• Ensure timely processing of all documentation.
• Generate reports on submitted and pending work orders to support data reconciliation.

Inventory & Asset Management

• Perform and document inventory counts for the Spring location; assist with counts for Odessa and Alaska.
• Reconcile inventory discrepancies by cross-referencing data from MTFs and work orders.
• Monitor, update, and track inventory levels and asset status across all locations.
• Maintain accurate documentation for inventory movements and confirm assembly/disassembly forms with sign-offs.
• Track and manage consumables, ensuring adequate stock levels at the Spring location and support Odessa and Alaska.

Material Transfer & Receiving

• Create, submit, and process MTFs (Material Transfer Forms) for Spring, Odessa, and Alaska, involving asset and inventory movement.
• Receive and confirm open PO’s (Purchase Orders) in Dynaway from Spring, Odessa, and Alaska.
• Confirm CI’s (Commercial Invoice) and sales order documentation at Spring, Odessa, and Alaska.
• Ensure correct receipt and logging of incoming goods and materials across Spring, Odessa, and Alaska.

Shipping & Receiving

• Administrate all shipping and receiving operations for Beyond USA.
• Validate accuracy and compliance of incoming and outgoing shipments.
• Maintain logs and tracking documentation for all inventory and asset movements.

Procurement & Documentation

• Receive procurement requests and process orders for inventory and consumables for Beyond USA.
• Submit quote requests and place orders through appropriate channels (i.e., approval structure).
• Maintain traceability, proper record-keeping, and submissions for COC (Certification of Conformance) and procurement documentation.
• Communicate with vendors, contractors, and internal teams for all facility-related tasks for Beyond USA.

Compliance & Confidentiality

• The individual acknowledges and agrees to adhere to all applicable compliance standards, regulations, and internal protocols set forth by the organization.

Required Qualifications

• High school diploma or equivalent required.
• Associate degree in business administration, logistics, or a related field preferred.
• Minimum 1 year of experience in an administration function with inventory management, logistics, or operations support preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Previous experience working with ERP systems, i.e., MS Dynamics, SAP, etc.
• Strong understanding of logistics, shipping/receiving processes, and cross-border compliance preferred.
• Excellent organizational, communication, and multitasking skills.
• Ability to work independently and collaboratively with internal and external stakeholders.
• This position is based out of our Spring Facility with the ability to travel periodically to Odessa and Alaska.

This is an office-based position with the occasional work site visits when required.