Facilities Administrator Resume Sample

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Theodora Hirthe
427 Brannon Isle,  San Francisco,  CA
+1 (555) 855 2425

Work Experience

Facilities Administrator
01/2017 - PRESENT
Philadelphia, PA
  • Coordinates with all sub contracted facility vendors
  • Ensures building conditions are optimal
  • Works as main point of contact between facilities management in the US, implementations and IT
  • Educates staff on housekeeping practices
  • Keeps updated records of building capacity and distribution
  • Ensures our site meets the legal requirements for tax free zones established by PROCOMER
  • Coordinates an owns BCP meetings, emergency drills and other related with safety
  • Promotes and educates our staff in PCI and security compliance
Senior Facilities Administrator
09/2010 - 09/2016
Phoenix, AZ
  • Coordinates transportation, hotel reservations and others for clients and visitors
  • Maintains communication and builds relationships with vendors and land lords
  • Keeps and updates office and building supplies inventories and also coordinates delivery
  • Responsible to create badges and accesses to our buildings upon authorized request
  • Initiates PCI and security campaigns, promotes correct use of our facilities
  • Organizes with other teams, building decorations for holidays and other activities, in order to ensure furniture, walls and ceilings won’t be damaged
  • Learn new computer programs and web base applications
Business Operations Facilities Administrator
01/2004 - 08/2010
San Francisco, CA
  • Possess strong problem solving and trouble shooting skills
  • Possess multi-tasking skills
  • Organize and prioritize detailed information
  • Team player with a professional demeanor
  • Strong verbal and written communication skill with heavy emphasis on phone skill
  • Coordinates new facilities construction, existing facility remodels/up-fits, and maintenance at various Bank of the Ozarks locations, working with various contractors, vendors (i.e. janitorial, HVAC, landscape, etc.) and bank staff
  • Reviews and monitoring of invoices and expenses related to these facilities
  • Coordinates acquisition, installation and service of various equipment such as security equipment, communication equipment and other bank equipment
  • Coordinates Emergency Preparedness/Disaster Recovery plans with all facility managers within assigned facilities


University of California, Berkeley
1999 - 2004
School's Degree in Applicable Field

Professional Skills

  • Strong administration skills with SAP experience (highly desirable)
  • Strong organizational skills and the ability to prioritize tasks
  • Have basic IT skills, being to operate MS Office package software
  • Strong reading, listening and analytical skills and logical thought processes, with the ability to identify and resolve complex issues/problems
  • Strong oral and written communication skills sufficient to compose and deliver responses in a clear and concise manner to customers’ questions
  • Strong Excel, PowerPoint and Word skills (Essential)
  • Strong attention to detail and follow-through skills in a fast paced environment

How to write Facilities Administrator Resume

Facilities Administrator role is responsible for training, interpersonal, software, retail, basic, customer, organization, articulate, powerpoint, payroll.
To write great resume for facilities administrator job, your resume must include:

  • Your contact information
  • Work experience
  • Education
  • Skill listing

Contact Information For Facilities Administrator Resume

The section contact information is important in your facilities administrator resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:

  • First and last name
  • Email
  • Telephone number

Work Experience in Your Facilities Administrator Resume

The section work experience is an essential part of your facilities administrator resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous facilities administrator responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular facilities administrator position you're applying to. The work experience section should be the detailed summary of your latest 3 or 4 positions.

Representative Facilities Administrator resume experience can include:

  • Coordinates with Bank of the Ozarks Facilities Management and Bank Security Officer to inspect all facilities for general physical security (i.e. alarms, cameras, lighting, etc.)
  • Coordinates with Facilities Management, Market Presidents and Branch Managers on opening new offices, closing offices or relocating offices both staff and property
  • Proven skills in establishing and maintaining budgets, schedules and deadlines, prioritizing and managing resources to accomplish goals
  • Excellent organisation skills and administrative experience
  • Strong analytical, reporting, and problem solving skills with the ability to resolve complex issues
  • Effectively manage multiple functions simultaneously and respond to changing priorities

Education on a Facilities Administrator Resume

Make sure to make education a priority on your facilities administrator resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your facilities administrator experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.

Additional details to include:

  • School you graduated from
  • Major/ minor
  • Year of graduation
  • Location of school

These are the four additional pieces of information you should mention when listing your education on your resume.

Professional Skills in Facilities Administrator Resume

When listing skills on your facilities administrator resume, remember always to be honest about your level of ability. Include the Skills section after experience.

Present the most important skills in your resume, there's a list of typical facilities administrator skills:

  • Strong verbal and written communication skills; ability to successfully and clearly articulate a need and act on it across all levels of the organization
  • Managing Work: Effectively manage one’s time and resources to ensure that work is completed efficiently and accurately
  • Have exceptional interpersonal skills including the ability to motivate and collaborate
  • Good working ability and experience of PC packages – Word, Excel & PowerPoint
  • Experience in a proven administrative role is essential
  • Knowledge and skills in computer applications, such as Microsoft Applications; Word, Outlook, Excel, PowerPoint and Visio

List of Typical Experience For a Facilities Administrator Resume


Experience For Senior Facilities Administrator Resume

  • Effective communication and technology skills to stay connected with other departments, team members and office locations
  • Demonstrated ability to lead effectively and solve complex problems in pressure situations
  • Advanced computer skills required, including MS PowerPoint, Word, Excel, Outlook
  • Demonstrate previous experience in a similar administration role
  • Can communicate effectively verbally and written at all levels
  • Experience in a proven administrative role with a supervisory element is essential
  • Experience working in a team environment and supporting multiple Leaders

Experience For Assistant Facilities Administrator Resume

  • Experience of basic finance processes, such as purchase ordering
  • Experience of working in an NHS environment is desirable
  • Experience of working in an office environment is essential
  • Coordinates, assists and prioritizes various procedures that are designed to expeditiously complete Real Estate and Project Management tasks
  • Monitor, operate and provide oversight of routine maintenance to HVAC and other facilities equipment including generator, UPS and transfer switch
  • Experience of dealing with internal/external customers
  • Establish excellent working relationship with clients/contract managers/ Covion staff and supplier

Experience For Business Operations Facilities Administrator Resume

  • Learn, understand and operate in accordance with JLL systems and procedures
  • Friendly demeanor with strong customer service focus
  • Two years’ experience within a professional business environment
  • Proven ability to work in a face-paced, team environment
  • Intermediate experience with computers and software like Word, Excel, Outlook and the Internet
  • Experience of access control packages

Experience For Office Facilities Administrator Resume

  • Lifting: occasionally raising objects ranging from 1lb – 50lbs. from a lower to a higher position or moving objects horizontally from position-to-position
  • Managing the Facilities Helpdesk requests, resolving where possible and escalating if required
  • Standing and walking: particularly for sustained periods of time
  • Providing pro-active administration support in ensuring that the depot infrastructure is maintained to company and department standards
  • Managing the weekly maintenance list and ensuring work is carried out as required
  • Working closely with the Facilities Manager and deputing when required
  • Greeting and helping contractors sign in as required
  • Assisting with the management of Catering contracts & large lunch bookings
  • Working knowledge of Construction Management

Experience For Receptionist / Facilities Administrator Resume

  • Working knowledge of Facilities Management and Facilities Maintenance
  • Maintaining Facilities homepage under the direction of the Real Estate Office Manager
  • Updating new clinic information onto Facilities page
  • Attending weekly department meetings with regards to SharePoint updates
  • Monitoring shred bins on the floor for pick up
  • Following mailroom schedule as designated
  • Processing work order updates to facilitate the payment processes

Experience For Facilities Administrator MGI Resume

  • Liaising with vendors on payment claims and invoices that do not comply or contractual with company requirements
  • Assisting with the management of the Environmental Management System
  • Purchasing of all necessary items for the on-site team
  • Influencing others to make things happen
  • Maximising the performance and potential of self and others
  • Working accurately, under pressure, to tight deadlines
  • Liaising with the Facilities Manager and soft service contractors to organise routine low level service visits and maintenance
  • Building Room Bookings

Experience For File Clerk / Facilities Administrator Resume

  • Participating as an active and integral member of the GSE Leadership Team
  • Reporting on staff Mandatory Training Data (and escalating)
  • Reporting of the Appraisal data (and escalating)
  • Answering general queries by phone and or email
  • Processing of starters and leavers forms where required
  • Scanning and uploading of worksheets to a document management system or Helpdesk system

Experience For Program & Facilities Administrator Resume

  • Working ability to work under pressure
  • Facilitating operational meetings when requested
  • Raising Purchase orders and other financial activities
  • Assisting with minor internal office moves
  • Assisting with various internal and external audits when required
  • Typing: 40-60 WPM required
  • Stooping and/or kneeling
  • Delivering heavy packages

Experience For Receptionist & Facilities Administrator Resume

  • Dispatching reactive work
  • Being commercial in our approach to work
  • Responsible for receiving and distributing all incoming invoices for project management for leasing, and maintenance
  • To maintain records and filing systems, retrieving information as required. Including maintaining compliance trackers and site files
  • Manage access control system in terms of issuing/deactivating of ID/access cards, generating reports as and when required

Experience For Facilities Administrator / Receptionist Resume

  • The ability to work in a demanding and changing environment but maintaining attention to detail
  • The ability to work in a demanding and changing environment while maintaining attention to detail
  • Maintains security by following procedures; monitoring logbook; issuing visitor badges/access cards
  • Be responsible for maintaining stationary and consumable levels whilst providing value for money and remaining within budget
  • Responsible for completing utilities set-up for all new and existing locations, as required
  • Responsible for maintaining a database of all fleet vehicles, ensuring list is up to date with the assistance of the Transportation Department
  • Manage workflow by assigning tasks to other administrative staff daily, ensuring that deadlines are met and work is completed correctly
  • Assist with recycling supplies and redistributing as needed

List of Typical Skills For a Facilities Administrator Resume


Skills For Senior Facilities Administrator Resume

  • Strong interpersonal communication and public relations skills; ability to deal effectively with various levels of internal and external customers
  • Well-developed people skills to deal effectively with a wide variety of internal and external customers
  • Excellent time management and organizational skills; strong attention to detail
  • Willing to learn new skills and undertake training to improve knowledge and experience
  • Has strong planning and time management skills
  • Excellent organizational skills, attention to detail and time management
  • Possess good attitude to learn new skills and adapt new techniques
  • To update information held on the CAFM Database, completing work tasks within timescales and updating information to allow system to run effectively
  • Experience as a facility technician, with experience in trouble shooting systems such as HVAC, UPS & Generator

Skills For Assistant Facilities Administrator Resume

  • Exceptional, professional interpersonal communication skills, verbal and written
  • Have exceptional communication skills – verbal and written
  • Strong customer focus and written / verbal communication skill
  • Experience with Microsoft Office Suite (strong focus on Excel), financial systems, and facility management software solutions
  • Liaise with building management to ensure building systems are working effectively
  • Two years of experience in a related position with a demonstrated level of responsibility required
  • Manage own workload and that of the admin team effectively ensuring that the managers requirements are met

Skills For Business Operations Facilities Administrator Resume

  • Prior experience in data and systems maintenance management
  • Proven experience in a similar Administrative function ideally within Facilities
  • To maintain sick absence records effectively
  • Reviewing vendor payment claims and invoices, completing validation checks and recommending for payment
  • Maintaining and exceeding expectations for an incredible office experience for our employees, guests, and WHQ visitors
  • Working ability to manage multiple priorities
  • Creating project plans and timelines to support team priorities and goals

Skills For Office Facilities Administrator Resume

  • Previous experience of providing FM services in a commercial building environment desirable
  • Business, marketing, recruiting, human resources or social media experience or coursework highly desirable
  • At least five years of related experience and/or related training
  • Experience using MS Office tools (Excel, Access, Word, Outlook and PowerPoint)
  • Ideally have experience using computer systems, such as Coupa and Maximo
  • Experience of working for an Investment Bank
  • Troubleshoot invoice issues. Responsible for building a strong relationship with all levels of AP and Finance
  • Previous administrative or facilities experience
  • Proficient ability to prioritize and respond to problems quickly and completely

Skills For Receptionist / Facilities Administrator Resume

  • Good hand/eye coordination and visual acuity
  • Excellent written and verbal abilities
  • 1+ yrs. experience in an administrative assistant role required
  • HS Diploma & 1 + years relevant experience
  • Customer service experience and/or qualification
  • One year of related clerical experience

Skills For Facilities Administrator MGI Resume

  • Property management, building or property maintenance, construction or other directly related experience
  • Ensures validation of the environmental analysis, checking of regulatory compliance and the environmental program, by those with the appropriate authority
  • 2+ yrs. experience in an administrative assistant role required
  • Previous experience with document management software, preferably Concept Evolution
  • Act as a liaison between Sotheby’s and the national contract vendors that provide goods and services throughout Sotheby's

Skills For File Clerk / Facilities Administrator Resume

  • Strong attention to detail and service level excellence
  • Demonstrated flexibility and ability to adapt to change
  • One to Three years’ experience as a facility assistant
  • Previous experience in a facilities or office management role
  • To procure and manage goods and services including stationery and maintain adequate stock levels
  • Experience dealing with internal/external customers
  • Work experience within a similar Administrator role

Skills For Program & Facilities Administrator Resume

  • Self-driven with the ability to take initiative, work independently, and prioritize workload
  • Support internal MINDBODY team members and site-specific property management contacts with effective communication and a high level of customer service
  • Experience of PC packages – Word, Excel and PowerPoint
  • Collaborate with the Facilities lead and Head of Operations to ensure effective administration of all leased property within your allocated site(s)
  • Preparing and submitting Global Sourcing requests as required or directed by the Facilities Manager
  • Submitting building maintenance requests and following up to ensure satisfactory completion

Skills For Receptionist & Facilities Administrator Resume

  • Managing DSE appointments and subsequent recommendations including ordering of DSE equipment and management of DSE budget
  • Liaising with contractors, suppliers and landlord managing agent – maintenance, catering, security
  • Supporting the commercial team ensuring chargeable works are captured in line with commercial guidelines – training to be provided
  • Assisting with scheduling of maintenance projects when requested
  • Monitoring and inputting of safety related requirements when requested

Skills For Facilities Administrator / Receptionist Resume

  • Working knowledge of building, property maintenance, and construction functions desired
  • Working knowledge of property management and property accounting
  • Assisting the network Facilities Team with tactical planning for the facilities team's goals and objectives
  • Streamlining information and data systems to standardize reporting structures across our network of schools; and
  • Liaising with third party facilities services : Waste Management, Cleaning Companies
  • Coordinating and maintaining emergency response equipment
  • Stocking the kitchen with supplies and ordering supplies for the kitchen
  • Monitoring and stocking of all paper stations on the floor
  • Assisting with Man event planning and co-ordination

List of Typical Responsibilities For a Facilities Administrator Resume


Responsibilities For Senior Facilities Administrator Resume

  • Demonstrated strong organization skills with high attention to detail in a multi-tasked environment
  • Excellent customer service skills for both internal and external customers; has high customer focus and diligence
  • Knowledge and skills in acquiring, maintaining and managing a fleet of vehicles
  • Knowledge and skills in supervisory principles and techniques related to organization and management of staff
  • Multi task, learn new skills quickly and help wherever needed

Responsibilities For Assistant Facilities Administrator Resume

  • Maintains inventory records for case goods and initiates appropriate disposal of outdated and damaged goods
  • To be professional at all times when dealing with clients and customers, proactively representing on site, promoting excellent customer service
  • Handle multiple tasks, managing and establishing priorities
  • Experience in event planning maybe advantageous
  • Lead a professional and efficient facilities team that provides efficient and cost effective services to PSA & Pearson Institute
  • Manage the procurement of goods and services within the framework of the central procurement strategy

Responsibilities For Business Operations Facilities Administrator Resume

  • Previous CAFM experience essential - Ideally maximo
  • Experience as a senior account administrator position
  • Commercial experience with associated qualifications
  • Feedback: Ask for feedback regarding personal effectiveness from relevant parties
  • Customer Service or Front of house experience (Essential)
  • Experience in office administration, property maintenance or related field
  • Strong attention to detail with ability to multi-task & easily move across responsibilities

Responsibilities For Office Facilities Administrator Resume

  • Setting up meeting rooms for events and assisting with food set up and preparation
  • Ordering of stationary, cleaning consumables, stock, uniform and stationary via online systems
  • Recording and analysing departmental leave and hours
  • Providing recommendations for improvements in systems and processes
  • Monitoring monthly consumption for office’s water, electricity and other resource usage
  • Managing data room environment, power supply

Responsibilities For Receptionist / Facilities Administrator Resume

  • Coaching: Coach direct reports to behave consistently with the Group’s core values and culture
  • Process and maintain tenancy and building security including programming of access cards, conducting regular audits and following up return of cards
  • Invoice coding and processing. Responsible for accurate coding making sure all invoices are received timing each month
  • Accurate checking of invoices and processing according to Marsh/Mercer criteria
  • Responsible for setting up new stores and de-activating closed stores with third party team, including PMs
  • Coordinate meetings, including conference rooms, meeting communication, and catering, as needed
  • Oversee and support the administrative needs of the office including,shipping packages, delivering packages

Responsibilities For Facilities Administrator MGI Resume

  • Understand budgeting and building/construction processes
  • Assist with SAP documentation, cutting requisitions, and creating PO#’s if needed
  • Implement client's standard operating procedures as it relates to seating management
  • Execute seating and furniture audits employing client software
  • Coordinate new hire and separation processes including bus or parking, name inserts, location set-up, etc
  • Develop and maintain department processes, procedures and electronic filing systems. Ensure ongoing improvement through evaluation of current processes
  • Maintain a stock of stationery, monitoring and ordering as appropriate, to ensure that nominated standard items are always available to office occupants
  • Assist in monitoring spending daily
  • Assist third party resources in tracking and collecting all reimbursements

Responsibilities For File Clerk / Facilities Administrator Resume

  • Routinely inspecting offices to ensure they are being maintained and clean to an acceptable level
  • Manage the maintenance and efficiency of all office equipment, including copiers, printers, vending machines, and other miscellaneous equipment
  • Manage badge system, which includes providing badges to new employees and managing badges of terminated employees
  • Order and pick up keys for building doors, filing cabinets, drawers, etc.; schedule appointments to change locks as necessary
  • Responsible for routine daily facilities operation including beverage services, janitorial support, space related support, car parking services, etc
  • To receive and route incoming and outgoing mail, courier deliveries and courier requests,
  • Take responsibility for personal learning and participate in company training programmes
  • Complete various reports including UPS shipping and Contractor Log

Responsibilities For Program & Facilities Administrator Resume

  • Management of the site staff holiday and sickness tracker (edays ) is up to date. This links in with reporting following the Bradford factor for any sickness
  • Support the SMT when attending meetings to ensure actions are captured and resolved - minute taking
  • Working in a facilities environment with multi building responsibility
  • Basic knowledge of finance and accounting concepts; budgeting, P&L statements, etc
  • Coordinate the helpdesk including management of telephone calls, reporting and follow through of defects, distribution of passes
  • An honest & trustworthy person capable of creating successful working relationships

Responsibilities For Receptionist & Facilities Administrator Resume

  • Responsible for updating seating plans in AutoCAD
  • Receive coaching and mentoring on proper CMMS techniques and procedures
  • Be a point of contact for another sub building providing administrative assistance where necessary
  • Maintain optimum working environment for all RBC employees, clients, guests and suppliers
  • Implement client's standard operating procedures
  • Assist the Facilities Manager with managing an agile environment
  • Maintain accurate records of staff movement within the building
  • Office and facilities management taking note of any issues or areas of concern

Responsibilities For Facilities Administrator / Receptionist Resume

  • Creation of purchase requests and processing invoices for national contracts
  • Assist in creation and maintenance of seating charts
  • Create and manage various Facilities and building management services reports
  • Perform monthly audit and analysis reports for bus, parking, access cards, etc
  • Administer day-to-day facility office operations, including moves/adds/changes, vendor maintenance, and work ticket system
  • Provide customer service for facilities group by monitoring “help desk” calls and work tickets
  • Maintain and produce ID Security Cards, creating access levels as required
  • Assist in obtaining store manager feedback on completed work orders
  • Responsible for ensuring countdown calendar tasks are done on Projects

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