Summary:

The Facilities Project Management Administrator (PMA) plays a crucial role in ensuring the efficient and effective operation of the company's facilities. This position is responsible for project support, space planning, vendor management, budget reconciliation, and day-to-day coordination. The ideal candidate is organized, detail-oriented, and possesses strong communication and problem-solving skills. They will work closely with various departments and external vendors to maintain a safe, functional, and productive work environment.

Responsibilities:

Project Support:

• Assist with facilities projects, including writing reports, attending meetings, analyzing data, managing resources, creating schedules, updating and filing documentation, and tracking progress toward milestones.
• Coordinate project logistics and ensure timely completion of tasks.
• Assist with the procurement of materials for projects.
• Maintain project documentation.

Budget Management:

• Reconcile the facility’s budget, including forecasting and monitoring expenditures to ensure financial efficiency.
• Process invoices and track expenses related to facility operations.
• Identify cost-saving opportunities and implement budget control measures.
• Generate budget reports for management.

Record Keeping and Reporting:

• Maintain organized and up-to-date records of facility-related activities, including maintenance logs, vendor contracts, and budget reports.
• Prepare regular reports to upper management on facility operations and performance.
• Maintain accurate inventory of facility assets.
• Coordinate facilities requests and ensure timely resolution of issues.
• Assist with preventative maintenance schedules.

Space Planning and Management:

• Maintain floor plans, assist with space allocation and layout planning to optimize workspace utilization.
• Assist in the coordination of new hire placement, office moves, and adjustments to meet the evolving needs of the organization.
• Collaborate with departments to understand their space requirements and provide solutions.

Vendor Management:

• Negotiate and manage contracts with certain external vendors and service providers.
• Evaluate vendor performance and ensure adherence to contract terms and service level agreements.
• Maintain strong relationships with vendors to ensure timely and cost-effective Service delivery.

Qualifications:

• Bachelor's degree in Facilities Management, Business Administration, or a related field.
• 2-3 years of experience in facilities management or a related field.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Ability to work independently and as part of a team.
• Ability to read and interpret floor plans.

Preferred Qualifications:

• Experience with CMMS (Computerized Maintenance Management Systems).
• Experience with project management software.
• Knowledge of building systems and maintenance procedures a plus.
• Knowledge of budget management

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GPC conducts its business without regard to sex, race, creed, color, religion, marital status, national origin, citizenship status, age, pregnancy, sexual orientation, gender identity or expression, genetic information, disability, military status, status as a veteran, or any other protected characteristic. GPC's policy is to recruit, hire, train, promote, assign, transfer and terminate employees based on their own ability, achievement, experience and conduct and other legitimate business reasons.