About Us:

EMCOR Facilities Services (EFS), an EMCOR core business, services over 1 billion square feet of space worldwide. From corporate campuses to single sites, EFS provides a range of services that support mission-critical areas of financial services, manufacturing, pharmaceutical, transportation, and government sectors.

Job Title: Facilities Administrator Assistant

Job Summary: Performs support for general operations needs and is responsible for daily interaction with tenants who require facilities services.  Operates site based facility work order management system (EMCORVia), runs daily/weekly/monthly reports as needed.  Edits and schedules, preventative maintenance & unscheduled work order for facilities personnel.  Assist with everyday needs of facilities as directed.

Essential Duties and Responsibilities:

include the following. Other duties may be assigned.

• Event coordination and planning (catering, supplies, decorations)

• Scheduling and coordination of conference room and set ups for BRIC personnel.

• Keeping calendar, tracking, and delegating room set ups with Staff

• Point of contact for executive management/admins for emergency facility issues – work with facility manager to address – follow up with Client.

• Ordering supplies for facility staff, facility manager, various BRIC employees (projectors, lamps, TVs, janitorial items)

• BRIC P Card management – obtaining receipts, submitting to accounting personnel.

• Report to FM and follow up with BRIC employees on hot/cold calls.

• Scheduling technician jobs (picture hanging, furniture) through EMCORVia and communicate with Client

• On call lists – sending reminders and updates to security and facilities staff.

• Approving, assigning and delegating all unscheduled work requests in Infor (EMCORVia) to EFS staff and janitorial account manager.

• Attending building analytics meeting with BMS vendor, Schneider Electric – creating corrective work orders in Infor

• Working with copy center to create signage/documentation for BRIC employees – placing around site.

• Obtaining vendor quotes/estimates
• Performs administration support including; employee training, timecards, ordering, vendor management, scheduling, safety, reporting, dictation, Purchase Order coordination, and any other such task assigned by supervisors.
• Acts as liaison for tenants in building, assuring work orders are performed in accordance withEMCORVia system.
• Conducts daily reviews via Infor EMCORVia, of open and closed work orders. Follows up with work order initiator/tenant ensuring their work request was fulfilled and closed out properly
• Assist with vendor management by coordinating outside contractor schedule and contact information.
• Conducts daily/weekly reporting on open work orders for supervisor review.
• Keeps accurate files of all office related issues, and personnel. Ensuring files are up to date and complete.
• Communicate with supervisor on the work performed and present status of EMCORVia work orders and preventive maintenance.
• Will attend weekly staff meeting and safety training.
• Conducts additional training as assigned.
• Provides information for input to client work order tracking system to initiate work orders for unscheduled jobs, develop materials lists for ordering, and may be required to provide support.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent. 

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled