Facilities Administrative Coordinator

Job Title: Facilities Administrative Coordinator

The Facilities Administrative Coordinator provides administrative, payroll, and office management support to ensure the efficient operation of facilities and day-to-day office functions. This role serves as a key liaison between facilities, finance, HR, vendors, and staff, handling payroll coordination, office administration, recordkeeping, and facilities-related documentation. Reports to the Kingsmill Resort Facilities Manager.

Key Responsibilities

• Coordinate day-to-day facilities operations, including maintenance requests, work orders, and service scheduling
• Liaise with vendors, contractors, and service providers; track contracts, invoices, and renewals
• Maintain facilities records, permits, compliance documentation, and asset inventories
• Supports and coordinates facilities-related projects
• Monitor supplies, equipment, and facilities budgets; prepare reports as needed
• Collect, verify, and process payroll data including timesheets, attendance, overtime, and leave records
• Ensure payroll data is accurate and submitted on time in compliance with company policies and labor regulations
• Maintain payroll records, reports, and confidentiality of employee information in Dayforce
• Manage office operations including ordering supplies, mail handling, and office equipment coordination
• Maintain administrative calendars, schedules, and meeting logistics
• Serve as a point of contact for employees regarding office and administrative needs

Qualifications

• 2-4 years of experience in facilities administration, office administration, or a similar administrative role
• Must be capable of lifting, pushing or pulling and carrying objects weighing a minimum of 50 pounds
• Excellent organizational, multitasking, and time-management skills
• High attention to detail and accuracy, especially with payroll and documentation
• Proficiency in Microsoft Office (Excel, Word, Outlook); Work order systems, Amadeus, Opera, Onity, Google drive, etc.
• Strong communication and interpersonal skills
• Problem‑solving mindset and ability to work independently