Facilities Administrator

Description

We are looking for a Facilities Administrator to:

• Provide excellent customer service to staff and tenants of Indiana Farm Bureau Insurance both in Home and Field Office locations.
• Coordinate and oversee the daily tasks and activities of our Home Office service providers, including but not limited to housekeeping, security, landscaping, food service, window washing, and waste removal.
• Review, approve, and dispatch all service and maintenance work requests from staff, tenants, and service providers in the Home Office and Field Offices.
• Be responsible for contractor and vendor contract management, including but not limited to generating contracts, reviewing drafts, coordinating execution, and filing, and also be responsible for obtaining and filing certificates of insurance, W-9’s, lien waivers, and any other documentation required by the contract.
• Complete the closeout process of Home and Field Office projects, including but not limited to contract closeout, archiving of project folders, and review and documentation of all projects related warranty and equipment maintenance information.
• Be responsible for maintaining and updating all information within the facilities management software, including but not limited to equipment information, preventive maintenance procedures and schedules, office location information, and office lease documentation.
• Utilize ImageRight to receive, review, code, and route all department invoices to the appropriate individuals for approval.
• Process monthly rent for all leased Field Office locations and all Home Office tenants and sets up rent payment processes for all new office locations as required, as well as assist with other Lease Administration tasks, including lease renewals, exercising of lease options, and review of new lease agreements.
• Manage Home Office conference room reservations, including room setups, catering, A/V equipment deployment, and visitor process management.
• Oversee administration of badges, parking passes, nameplates, locker, keys, and other items as needed for Company and tenant new hires, as well as assist active Company and tenant employees with replacement items and/or changes to these items as a result of job changes and/or company moves.
• Be responsible for data management in the Field Office alarm system monitoring software, including but not limited to updating and monthly auditing of access codes, zone modifications, equipment repair and replacement, and documentation of monthly testing.
• Schedule and coordinate required preventive maintenance and warranty work in Home and Field Offices related to finishes, furniture, fixtures, and equipment.
• Maintain and updates Facilities’ Business Continuity Documentation and Safety Data Sheet Information.

#HO

#LI-KL1

Qualifications

Education

Required

• High School or better

Preferred

• Associates or better

Job Category: Finance

Job Type: Full-Time

225 S East St

Indianapolis, IN, USA, 46202

ReqID: FACIL003975