Facilities Administrator

Job DetailsJob Location: Mission Support Center - Atlanta, GA 30318Position Type: Full TimeSalary Range: $49,000.00 - $55,000.00 SalaryJob Shift: DayJob Category: Nonprofit - Social ServicesDo you feel called to serve in a Christian Ministry? Do you want to serve where you make a difference in the lives of others? Are you looking for a life-changing work experience?   If so, consider joining us at the Atlanta Mission, where we provide life-transforming experiences for everyone that joins our team: employees, clients, donors, and volunteers. We serve over 1000 men, women, and children every day by providing food, shelter, clothing, counseling, vocational and spiritual guidance. We get to experience and witness radical life transformations.   The Facilities Administrator plays a critical role in ensuring Atlanta Mission's campuses are safe, operational, responsive, and well-supported. This position serves as the central coordinator for facilities administration, project coordination, safety activities, fleet operations, work-order management, purchasing and budget tracking, and related operational systems. Working closely with the Director of Engineering, Facilities team, operational leadership, campus leaders, vendors, and other departments, the Facilities Administrator drives communication, documentation, coordination, and follow-through across multiple campuses. This role helps identify issues before they become larger problems, keeps projects and operational priorities moving forward, ensures important requests and compliance requirements do not fall through the cracks, and supports the continuous improvement of Atlanta Mission's facilities and operational processes.   Facilities Operations and Campus Support Administer the facilities work-order system, including reviewing, entering, prioritizing, assigning, tracking, and following up on requests through completion. Monitor open, aging, and overdue work orders and coordinate with Director of Engineering, Facilities staff and campus leaders to address outstanding needs. Coordinate communication and follow-up for after-hours and emergency facility needs, ensuring appropriate team members and vendors are engaged when needed. Conduct routine campus walkthroughs and site visits to proactively identify facility, safety, and operational concerns and initiate appropriate corrective actions or work orders. Maintain clear and proactive communication with campus leadership regarding facility issues, project status, service interruptions, and anticipated resolution timelines. Support the Director of Engineering with preventive maintenance initiatives, vendor coordination, equipment and asset management, and other departmental priorities. Project Coordination and Management Assist the Director of Engineering with the planning, coordination, and execution of facilities projects, capital improvements, renovations, equipment replacements, and other assigned initiatives. Develop and maintain project schedules, task lists, budgets, documentation, and status updates to help ensure projects remain on schedule and within approved budgets. Coordinate project activities among Facilities staff, campus leadership, vendors, contractors, and other internal stakeholders. Track project milestones, deliverables, decisions, risks, dependencies, and outstanding action items and proactively follow up to keep projects moving forward. Coordinate vendor and contractor scheduling, site access, proposals, documentation, and project-related communication. Monitor project expenditures against approved budgets and assist with purchase orders, invoices, proposals, change orders, and other project documentation. Provide regular project status updates to the Director of Engineering and key stakeholders, identifying potential delays, budget concerns, risks, or decisions requiring escalation. Support project closeout, including punch-list completion, warranties, final invoices, project documentation, and transition to ongoing maintenance.  Safety, Emergency Preparedness and Compliance In collaboration with the Director of Engineering and organizational leadership: Coordinate safety protocols and practices across Atlanta Mission campuses to promote consistent implementation and compliance. Coordinate and document required safety inspections, audits, drills, and corrective actions, tracking identified issues through resolution. Partner with Facilities and campus leadership to identify and address safety concerns and escalate unresolved or significant risks appropriately. Coordinate the inspection, maintenance, inventory, and documentation of emergency equipment and supplies, including first-aid kits and AEDs. Maintain required safety, inspection, and compliance documentation and monitor upcoming deadlines, inspections, certifications, and renewals. Coordinate campus emergency and safety drills and maintain documentation of participation, findings, and follow-up actions. Partner with campus leadership to review and update emergency preparedness materials and support campus-level training. Maintain visibility into outstanding safety findings and corrective actions and follow up with responsible parties to ensure timely resolution Fleet Administration Coordinate day-to-day administration of Atlanta Mission's organizational fleet, including preventive maintenance, repairs, inspections, vehicle assignments, mileage, keys, and gas cards. Organize and provide onboarding and training for new Atlanta Mission drivers, including vehicle-use expectations, safety requirements, organizational policies, and use of fleet technology. Monitor driver safety, performance, and vehicle-use data through the fleet telematics system; identify trends or unsafe driving behaviors; and coordinate appropriate coaching, follow-up, or retraining with drivers and their supervisors. Maintain the Atlanta Mission Approved Driver List and DOT-Certified Driver List, ensuring required records and documentation remain current. Track driver certifications, insurance documentation, vehicle registrations, inspections, and other compliance requirements. Coordinate DOT physical appointments and other required driver certifications. Coordinate box-truck scheduling and logistics with campus teams. Track fleet expenses and budget performance and provide regular reporting to the Director of Engineering. Maintain accurate fleet records and identify recurring maintenance, cost, utilization, safety, or compliance concerns for leadership review. Coordinate with vendors and Facilities leadership to ensure vehicles receive required preventive maintenance and repairs in a timely manner. Purchasing, Budgeting and Administrative Support Coordinate purchasing and inventory of approved facilities and residential-living supplies within established budget parameters. Process and code invoices accurately and timely and maintain purchase logs and supporting documentation. Track departmental expenses against budget and provide routine reporting to the Director of Engineering. Assist with tracking capital project expenditures and commitments against approved project budgets. Maintain organized documentation for vendors, contracts, utilities, inspections, certifications, warranties, proposals, and other facilities-related records. Coordinate administrative needs for departmental meetings, including scheduling, agendas, documentation, and follow-up on assigned action items. Partner with campus and residential-living teams to identify recurring operational needs and coordinate practical solutions. Assist the Director of Engineering with vendor proposals, purchasing documentation, and other administrative needs related to Facilities operations.  Facilities Systems, Reporting and Documentation Maintain accurate records and documentation within facilities-related systems, including work-order, utility, access-control, security, fleet, and other operational platforms. Support administration and coordination of Atlanta Mission's camera and related facility technology systems, escalating technical or operational issues as appropriate. Maintain current facilities policies, procedures, emergency documentation, inspection records, and compliance requirements. Maintain organized and accessible departmental records to support operational continuity, audits, budgeting, compliance, and long-term planning. Identify opportunities to improve administrative processes, documentation, communication, and departmental efficiency.  Collaboration and Continuous Improvement Serve as a primary point of coordination between the Facilities team, campus leadership, vendors, contractors, and other organizational stakeholders. Build strong working relationships across campuses that promote responsiveness, collaboration, and accountability. Communicate clearly and proactively regarding open issues, priorities, deadlines, project status, and required follow-up. Use field observations, work-order trends, safety findings, project information, and operational data to identify recurring issues and recommend improvements. Take ownership of assigned projects and initiatives from planning through completion. Proactively follow up on commitments, action items, and outstanding needs to ensure work continues moving forward. Balance day-to-day operational responsibilities with longer-term projects, process improvements, and departmental priorities. Provide timely, professional written and verbal communication to internal and external stakeholders. QualificationsYou will uphold the following Christ-Centered values: Humbly Serve: You strive to live, Love and Lead like Jesus Faithfully Steward: You honor and wisely use the time, talent and treasures that God has provided Courageously Innovate: You are driven towards excellence, you continuously learn, adapt and improve Joyfully Celebrate: You intentionally appreciate and recognize all that God is doing in and through all the stakeholders of Atlanta Mission. Strength in Unity: You embrace God’s desire for oneness and kingdom-focused unity.   Position Requirements: Minimum of two years of experience in facilities administration, facilities coordination, operations, property management, fleet administration, or a related field. Demonstrated ability to manage multiple priorities, deadlines, projects, and stakeholders simultaneously. Strong organizational skills with exceptional attention to detail and follow-through. Strong written and verbal communication skills and the ability to communicate effectively across multiple levels of the organization. Experience maintaining records, tracking budgets or expenses, and coordinating vendors or service providers. Ability to analyze operational information, identify recurring issues, and recommend practical solutions. Proficiency with Microsoft Word, Excel, Outlook, and other business systems. Ability to travel regularly between Atlanta Mission campuses and respond to urgent   Physical Requirements:  Ability to perform work in both office and facility environments, including sitting, standing, walking, and conducting campus walkthroughs. Ability to regularly operate a computer and other standard office equipment. Ability to navigate facility environments, including mechanical, residential, exterior, and operational areas as necessary. Ability to occasionally lift and carry up to 25 pounds.   Environmental Job Requirements: Work is performed across office, kitchen, warehouse, maintenance, and campus environments. May occasionally be exposed to moderate noise, outdoor weather conditions, maintenance activities, and other conditions associated with operating multi-use facilities. Low to moderate potential exposure to communicable diseases consistent with Atlanta Mission's service environment and applicable OSHA requirements.   SPECIAL JOB REQUIREMENTS: This is an essential operational role. The Facilities Administrator may be required to assist with urgent facility, safety, weather, public-health, or other organizational emergencies outside of normal business hours. Work schedules and responsibilities may change based on organizational and operational needs.   What We Offer Employee Benefits: Retirement Savings with Matching Contribution Medical Insurance Dental & Vision Insurance Employer Paid Benefits: 3 Weeks Paid Time Off accrued during your first year 10 Paid Holidays 1 Mental Health Day/year Life Insurance Short-Term Disability Travel Assistance Program Employee Assistance Program (EAP) Medical Concierge Spiritual & Professional Training & Development