Facilities Administrative Assistant

Responsibilities

The Facilities Administrative Assistant coordinates site maintenance activities, manages service contractors, and ensures facility compliance with safety and environmental regulations. They also provide essential administrative support, including budget tracking, record-keeping, and the preparation of management reports.

Requirements

Candidates should have experience in facilities, property, or industrial site administration and possess strong organizational skills. Proficiency in Microsoft Office and a basic understanding of health and safety requirements are essential for this role.

Skills

• Facilities coordination
• Maintenance management
• Contractor management
• Vendor management
• Health and safety compliance
• Administrative support
• Budget tracking
• Asset management
• Microsoft Office
• Communication skills
• Stakeholder management
• Attention to detail
• Record-keeping
• IOSH Managing Safely
• CMMS

Benefits

• On-the-job training
• Advancement opportunities
• Excellent benefits

About this role

Facilities Coordination
•    Coordinate planned and reactive maintenance activities for buildings,
offices, workshops, and site infrastructure.
•    Raise, track, and close maintenance work requests (through CAFM system)
•    Liaise with external contractors and service providers.
•    Schedule routine inspections and preventive maintenance activities.
•    Monitor facility condition and report repair requirements.

Contractor and Vendor Management
•    Coordinate contractor site access and permits.
•    Maintain contractor documentation, insurance certificates, and compliance
records.
•    Support vendor selection and obtain quotations for facility-related
services.
•    Track contractor performance and service completion.

Health, Safety, and Environmental Support
•    Maintain facility compliance records and documentation.
•    Support site safety inspections and audits.
•    Assist with emergency preparedness activities and evacuation drills.
•    Support waste management and environmental compliance initiatives.

Administrative Support
•    Maintain facility records, asset registers, and service contracts.
•    Process purchase requisitions, purchase orders related to facilities
services.
•    Track facilities budgets and expenditure.
•    Prepare reports and presentations for site management.

Compliance and Documentation
•    Maintain maintenance logs, service records, permits, and statutory
inspection documentation.
•    Support compliance with local regulations and company policies.
•    Assist in preparation for customer, regulatory, and internal audits.

Key Performance Indicators (KPIs):
•    Timely completion of facility works orders.
•    Contractor compliance and performance.
•    Facility audit readiness.
•    Accuracy of facility records and documentation.
•    Budget adherence.
•    Compliance with safety and environmental requirements.

Organisational Relationships:
•    Reports to: Facilities Manager (Technical & Operations)
•    Works closely with: Maintenance teams, EH&S personnel, Quality, Finance,
Procurement, and external service providers.

Experience and Skills:
Experience
•    Experience of facilities, office administration, property management, or
industrial site administration.
•    Familiarity with maintenance management systems (CMMS) is desirable.
Skills
•    IOSH Managing Safely
•    Strong organizational and administrative skills.
•    Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
•    Ability to manage multiple priorities and deadlines.
•    Good communication and stakeholder management skills.
•    Basic understanding of health and safety requirements.
•    Strong attention to detail and record-keeping.
 

Raising the Standard of Excellence since 1911

With over a century of proven excellence, StandardAero has become an industry
leader in MRO services and customized solutions in the aerospace field. Our
shared values and learning-based culture inspire our team to exceed their
potential and power our customers’ missions worldwide. With on-the-job training,
advancement opportunities, and excellent benefits, StandardAero invites you to
experience a fulfilling and meaningful career with us.

Inclusivity Is Our Standard

It is StandardAero’s policy to provide equal employment opportunities to all
qualified applicants without regard to race, color, religion, sex (including
transgender status, sexual orientation, and pregnancy) sexual orientation,
gender identity, national origin, age, protected veteran or disabled status, or
genetic information. Our supportive environment celebrates diversity with no
room for harassment or discrimination of any kind. We invite you to bring your
authentic self to our team and experience our welcoming culture.

About Standard Aero

Aviation and Aerospace Component Manufacturing · 5,001-10,000 employees · headquartered in Scottsdale, AZ · founded 1911