Facilities Assistant

Job description

We are seeking a detail-oriented and organized Facilities Assistant to support day-to-day administrative and operational activities for facilities and construction-related projects. This role will assist with invoice reconciliation, vendor coordination, change order tracking, and general administrative support to ensure smooth facility operations and accurate financial tracking. The ideal candidate is proactive, highly organized, and comfortable working with cross-functional teams including facilities, procurement, finance, and external vendors. Key Responsibilities: - Provide administrative support to the Facilities and/or Operations - Review, track, and reconcile invoices, billing statements, and vendor charges for accuracy - Assist in processing purchase orders (POs), invoices, and payment requests in internal systems (e.g., SmartOffice or similar) - Maintain records of contracts, service agreements, and vendor documentation - Track and manage change orders, ensuring proper documentation, approvals, and budget alignment - Coordinate with vendors, contractors, and internal stakeholders to follow up on billing, service completion, and documentation - Support budget tracking and re...