Office Administrator

Job Description

Job Description

Position Summary:

We are seeking an organized, proactive, and detail-oriented Office Administrator to oversee the day-to-day office operations. This role is critical to ensure smooth administrative and operational support for both internal teams and external vendors, while maintaining a high level of client service.

The successful candidate will be capable of taking initiative, managing multiple tasks, and supporting the Facilities Contract Manager and Facilities Coordinator to ensure operational efficiency across all sites within the portfolio.

Key Responsibilities:

• Manage and process daily certificates of origin for all vehicle sales within the assigned portfolio.
• Manage and process client mail, shipments, and special delivery coordination.
• Provide support in raising and managing purchase orders, including annual purchase orders, ensuring accurate tracking and timely processing.
• Enter and maintain work orders and service requests within the CMMS system.
• Perform daily site audits to ensure compliance with operational standards, safety requirements, and client expectations.
• Provide support when needed to assist the Facilities Contract Manager in scheduling vendor service calls, preventative maintenance activities, and tracking completion.
• Collaborate with vendors and service providers to resolve issues and ensure timely completion of work.
• Provide general administrative support to the Facilities Contract Manager and the wider facilities team as needed.

Skills & Qualifications:

• Strong organizational skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word). High level of experience and knowledge of excel is critical.
• Experience with facilities management systems (CMMS or equivalent) preferred. (Infor-Syteline experience is a plus)
• Previous experience in facilities management, office management, or contract administration is a plus.
• Ability to work independently, take initiative, and problem-solve effectively.
• Professional, client-service focused demeanor.

Job Type: Full-time

Established in 1895, GSH provides integrated facilities management solutions to the marketplace. We deploy our talented and experienced facilities professionals to manage, operate, and maintain facilities of all types. Our main focus is on delivering innovative solutions to maintain facilities to the highest standards while at the same time also achieving cost savings for our valued clients.
GSH’s engineering expertise is second to none in the facilities management sector. We are experts in the field of mechanical services delivering service, maintenance and repair of heating, ventilation, air conditioning, and refrigeration systems through our site-dedicated stationary engineers and mobile workforce of licensed technicians. Our energy-led engineering solution, energyplus, is a complete energy management program which focuses on optimizing the existing mechanical equipment with investments in energy conservation measures. This program delivers genuine cost savings through reduced utility consumption.
GSH maintains a diverse and talented workforce of engineers, professionals and support staff to ensure that we remain at the forefront of the facilities services industry. From novice to expert, GSH employees are ambitious, professional, and accountable.

Company Description

Established in 1895, GSH provides integrated facilities management solutions to the marketplace. We deploy our talented and experienced facilities professionals to manage, operate, and maintain facilities of all types. Our main focus is on delivering innovative solutions to maintain facilities to the highest standards while at the same time also achieving cost savings for our valued clients.\r\nGSH’s engineering expertise is second to none in the facilities management sector. We are experts in the field of mechanical services delivering service, maintenance and repair of heating, ventilation, air conditioning, and refrigeration systems through our site-dedicated stationary engineers and mobile workforce of licensed technicians. Our energy-led engineering solution, energyplus, is a complete energy management program which focuses on optimizing the existing mechanical equipment with investments in energy conservation measures. This program delivers genuine cost savings through reduced utility consumption.\r\nGSH maintains a diverse and talented workforce of engineers, professionals and support staff to ensure that we remain at the forefront of the facilities services industry. From novice to expert, GSH employees are ambitious, professional, and accountable.