Facilities Project Administrator at Gillespie Property Management

Lansing, Michigan, United States -

Full Time

Start Date

Immediate

Expiry Date

29 Jun, 26

Salary

0.0

Posted On

01 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Facilities Management, Project Coordination, Office Administration, Compliance Oversight, Vendor Communication, Budgeting, Scheduling, Documentation, Communication, Microsoft Office Suite, Microsoft Teams, Project Management, Problem Solving, Cross-Functional Collaboration, Process Improvement, Database Maintenance

Industry

Real Estate

Description

Description Gillespie Group, a real estate developer and property management company, is hiring for a project administrator to support our Facilities and Maintenance team! The ideal candidate has at least 3+ years supporting a facilities, maintenance or construction department with office administration, project scheduling, compliance oversight and vendor communication. This role is full-time and based in our home office in Lansing, MI. Key Responsibilities include: Coordinate facilities and capital improvement projects, including tracking schedules, deliverables, and documentation to ensure timely execution and close-out. Serve as a central liaison across facilities, project teams, property management, and vendors to ensure alignment, communication, and proactive issue resolution. Prepare meeting notes, summaries, and work approval documentation to support clear communication and decision-making. Coordinate the bid review and budgeting process, ensuring alignment with project scope and providing accurate financial summaries. Schedule and track property inspections, ensuring compliance and timely follow-up on all required actions. Manage vendor relationships and administration, including database maintenance, onboarding, and ongoing coordination, Support and optimize project management systems (e.g., Microsoft Teams and Planner), including setup, organization, and process improvements. Provide operational and administrative support across facilities management, including security system oversight and continuous process improvement initiatives. Requirements Completion of a High School Diploma, GED or equivalent Excellent written and verbal communication skills, with experience preparing meeting notes, summaries, and professional correspondence 3+ years of experience in facilities management, project coordination, property management, or a related field Proficiency in Microsoft Office Suite, with hands-on experience using collaboration and project management tools (e.g., Microsoft Teams, Planner, or similar platforms) Experience supporting budgeting processes, including reviewing bids and preparing summary-level financial information Ability to work cross-functionally and serve as a liaison between departments, stakeholders, and external partners

Responsibilities

The Facilities Project Administrator will coordinate facilities and capital improvement projects, ensuring timely execution and close-out. They will serve as a liaison among various teams and manage vendor relationships while providing operational support.