About the Opportunity My client is seeking a highly organized and detail-oriented Facilities Office Manager and Payables Specialist to support daily operations in their Facilities Department. In this role, you’ll manage accounts payable processes, coordinate administrative operations, and assist with facilities support, including waste and recycling programs, key control, signage coordination, and work order tracking. Beyond routine office management, you’ll collaborate across teams, maintain accurate records, and help streamline processes to improve operational efficiency.
What You’ll Do
Enter and process supplier invoices, ensuring accuracy and compliance with organizational accounts payable procedures
Submit requests for adding new vendors and maintain vendor records
Provide administrative support to Facilities staff within ERP or other management systems, including reporting, workflow tracking, and payroll-related tasks
Administer the waste and recycling program, track diversion data, and maintain sustainability metrics
Maintain key control records, including rekeys and key schedules
Monitor and update work orders within facilities management systems
Coordinate signage requests and maintain department directories, including staff listings and photos
Manage office supply inventory and order necessary equipment and materials
Assist with deliveries and shipments, including signing for items and coordinating schedules
Support office printing, copying, and general administrative tasks as needed
What We’re Looking For
Associate or technical degree in Business Administration, Accounting, or a related field (Bachelor’s degree preferred)
2+ years of experience in office administration, accounts payable, or facilities operations
Experience with accounts payable processes and ERP systems (Workday or similar preferred)
Strong attention to detail with the ability to accurately enter and review data
Excellent organizational skills and ability to manage multiple priorities efficiently
Proficiency in Microsoft Office Suite and other administrative or facilities management software
Strong interpersonal and communication skills, with the ability to work collaboratively across teams
High level of professionalism, accuracy, and confidentiality
Interest in sustainability and environmentally responsible operations is a plus