Junior Facilities Administrator

Perfumania; Town of Florida (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Perfumania seeks a Junior Facilities Administrator to support the Facilities department at the corporate office and across distribution centers and store locations. You will coordinate maintenance requests, communicate with vendors, process invoices, and maintain records, working closely with the Senior Facilities Administrator to ensure timely completion of tasks.

This on-site role requires strong organizational skills and proficiency in Microsoft Office, with a path to growth within a

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• (2) years of administrative experience, supporting Facilities, Property Management, Construction, or a related department.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Enter, monitor, and track maintenance requests from corporate offices, distribution centers, and retail store locations.
• Coordinate vendor scheduling and follow up to ensure repairs and maintenance requests are completed in a timely manner.
• Communicate with stores regarding the status of repairs, service requests, and maintenance updates.
• Process invoices, reconcile work orders, and maintain accurate departmental records and files.
• Assist with purchase orders, vendor documentation, contracts, and administrative reporting.
• Maintain maintenance logs, work order documentation, and departmental reports.
• Assist with tracking vendor performance and ensuring service levels are met.
• Support preventative maintenance programs by scheduling services and maintaining related documentation.

Skills

Microsoft Office

Communication

Attention to detail

Vendor coordination

Education

High School Diploma or GED

Associate's degree

Tools

Outlook

Word

Excel

PowerPoint

Job description

Reports to: Director of Facilities and Maintenance

FLSA Status: Non-Exempt

Location: Corporate Office, on-site

Position Summary

The Junior Facilities Administrator provides administrative and operational support to the Facilities department by coordinating maintenance requests, communicating with vendors and store locations, processing invoices, maintaining records, and assisting with facilities-related projects for the corporate office, distribution centers, and retail store locations. This position works closely with the Senior Facilities Administrator to ensure maintenance requests are completed in a timely and efficient manner while supporting departmental goals and service standards.

Key Responsibilities

• Enter, monitor, and track maintenance requests from corporate offices, distribution centers, and retail store locations.
• Coordinate vendor scheduling and follow up to ensure repairs and maintenance requests are completed in a timely manner.
• Communicate with stores regarding the status of repairs, service requests, and maintenance updates.
• Process invoices, reconcile work orders, and maintain accurate departmental records and files.
• Assist with purchase orders, vendor documentation, contracts, and administrative reporting.
• Maintain maintenance logs, work order documentation, and departmental reports.
• Assist with tracking vendor performance and ensuring service levels are met.
• Support preventative maintenance programs by scheduling services and maintaining related documentation.
• Assist with coordinating emergency maintenance requests and ensuring timely communication with vendors and store management.
• Support the Senior Facilities Administrator with departmental projects, reporting, and administrative initiatives.
• Maintain organized records of warranties, permits, service agreements, and other facilities documentation.
• Partner with Operations, Real Estate, Finance, and other departments to support facilities-related activities.
• Perform other administrative duties and special projects as assigned.

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• (2) years of administrative experience, supporting Facilities, Property Management, Construction, or a related department.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Knowledge, Skills & Abilities

• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Strong customer service orientation with the ability to build positive working relationships.
• Ability to follow established procedures while exercising sound judgment.
• Ability to maintain accurate records and confidential information.
• Strong follow-up skills with the ability to coordinate multiple vendors and projects simultaneously.
• Ability to work independently as well as collaboratively within a team environment.

Physical Requirements

• Ability to lift and carry up to 50 pounds.
• Ability to stand, walk, bend, kneel, climb stairs, and reach for extended periods.
• Ability to assist with routine inspections of the corporate office, including exterior areas, parking lots, and building conditions.
• Ability to work both indoors and outdoors in varying weather conditions when conducting property inspections or supporting facilities projects.