Site Facilities & Admin Assistant/Coordinator

Job Title: Site Facilities & Admin Assistant/Coordinator

Department: Facilities & Admin

Work Set Up: Onsite

Reports To: Facilities & Admin Manager



JOB SUMMARY

The Site – Facilities and Administrative Assistant/Coordinator serve as the primary point of contact for all site-related facilities and administrative operations. The role is responsible for ensuring the assigned site remains safe, compliant, organized, and fully operational at all times.

This position requires 100% on-site presence to provide hands-on oversight of facility concerns, vendor coordination, asset monitoring, and day-to-day administrative support. The role acts as the liaison between site employees, building administration, vendors, and internal departments to ensure smooth and efficient site operations.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES

Facilities & Site Operations

• Serve as the primary on-site contact for building administration, contractors, service providers, and internal teams
• Monitor and coordinate resolution of maintenance concerns, facility repairs, and workspace improvement requirements
• Oversee vendor coordination and ensure timely completion of services
• Monitor office equipment, utilities, and facility systems to ensure functionality and safety
• Maintain and update inventory of office assets, including tagging, tracking, and reporting damaged or missing items
• Coordinate procurement, repairs, and replacement of office equipment and facility supplies
• Oversee stock levels and organization of janitorial supplies, pantry items, first aid kits, and other operational materials
• Support office layout adjustments, renovations, and space optimization initiatives
• Ensure compliance with workplace safety, cleanliness, and operational standards

Administrative & Coordination Support

• Provide day-to-day administrative support to site leadership and departments
• Manage calendars, meeting schedules, and on-site event coordination
• Prepare and edit correspondence, reports, presentations, and internal documentation
• Maintain organized digital and physical filing systems
• Monitor office supply inventory and manage reordering
• Track project deadlines, deliverables, and follow up on action items
• Serve as the point of contact for internal and external communications related to site operations
• Manage incoming and outgoing mail, deliveries, and courier coordination
• Maintain a professional, organized, and welcoming office environment

Waste Management and Segregation:

• Properly collect, segregate, and dispose of waste according to company policies and local regulations:
  • Biodegradable / Organic Waste
  • Non-Biodegradable / Residual Waste
  • Hazardous Waste (e.g., chemical containers, oily rags)
  • Recyclables (e.g., paper, plastic, metal scrap)
• Label and transport segregated waste to designated collection or disposal areas.
• Monitor and clean waste bins to prevent contamination and odor.
• Follow safety protocols when handling hazardous or chemical waste.
• Support company recycling and sustainability initiatives.

Compliance and Safety:

• Adhere to safety and security guidelines or policy
• Follow Good Housekeeping, 5S, and GMP standards as applicable.
• Always Wear appropriate PPE (Personal Protective Equipment).
• Participate in safety and waste management training as required.
• Assist in preparing for inspections or audits by maintaining clean and compliant areas.

QUALIFICATION AND REQUIREMENTS

• Associate’s or Bachelor’s degree in Business Administration, Facilities Management, or related field (preferred)
• –3 years of experience in office administration, facilities coordination, or support services
• Strong organizational and time management skills with the ability to multitask
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite
• Ability to work independently while coordinating effectively across teams
• High level of discretion in handling confidential and sensitive information

SKILLS & COMPETENCIES

Technical Skills

• Proficiency in Microsoft Office Suite

• Document management and record organization
• Data entry and database/spreadsheet management
• Facility and asset tracking systems
• Basic vendor coordination and procurement processes

Soft Skills

• Proactive and solution-oriented mindset
• Strong attention to detail
• Effective problem-solving abilities
• Professional communication and interpersonal skills
• Ability to prioritize tasks and meet deadlines

GROWTH AND DEVELOPMENT OPPORTUNITIES

1. Skill Enhancement

• Exposure to project coordination (renovations, vendor management, office improvements)
• Experience in procurement support, budgeting assistance, and operational efficiency initiatives

2. Cross-Functional Exposure

• Collaboration with HR, IT, Finance, Safety, and external vendors
• Participation in workplace safety and sustainability programs

3. Career Progression Paths

• Senior Facilities & Admin Coordinator
• Office or Site Supervisor
• Facilities Supervisor or Operations Executive

4. Learning & Development Support

• Access to internal training programs and workshops
• Opportunities for external certifications (e.g., OSHA, Facilities Management, Administrative Certifications)
• Mentorship from senior leaders

5. Leadership Opportunities

• Lead small-scale site projects
• Participate in process improvement initiatives

WORK ENVIRONMENT

• This is a full-time, 5-day onsite role. Daily on-site presence is required to oversee facility operations, coordinate vendors, manage inventory, and address maintenance concerns promptly.
  The role requires high visibility, responsiveness, and hands-on coordination to ensure a safe, efficient, and well-maintained workplace. 

EQUAL OPPORTUNITY STATEMENT

• Dermorepubliq is an equal opportunity employer and is committed to fostering a diverse and inclusive work environment.