Facilities Administrative Coordinator

General Summary
The Facilities Administrative Coordinator is responsible for supporting the LAIKA Facilities Department on a variety of administrative functions within the department including performing accounting and budgeting related duties and serving as a liaison between studio departments as well as external vendors.  

Job Functions 

• Provide administrative support to Facilities department including scheduling meetings, preparing reports, and managing correspondence. 
• Assist with managing and tracking vendor files for all Facilities department business documents. 
• Collaborate with Finance department to process certificates of insurance, billing, and invoicing for facilities-related expenses; review invoices for accuracy and resolve discrepancies with vendors, as necessary.  
• Generate billing reports and assist in budget tracking for facilities expenditures. Processes financial reports, coding, P cards, purchase orders, and budgeting process. 
• Support real estate initiatives, including lease agreements, property acquisitions, and facility expansions. 
• Assist with maintaining inventory of office and facility supplies, replenishing as needed, monitor usage patterns, and recommend cost-saving measures where applicable. 
• Serve as a point of contact for facilities-related inquiries and requests, and communicate effectively with internal stakeholders regarding facility updates and maintenance schedules. 
• Document all facilities-related activities including repairs, inspections, and expenditures. 
• Schedule and attend various departmental events, trainings, and team-building activities including documentation and tracking action items, as needed. 
• Support department projects and initiatives, as needed.
   

Qualifications 

• 2+ years' experience in an office environment; Operations and/or Facilities experience preferred. 
• Basic knowledge of accounting and budgeting principles. 
• Strong proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Strong customer service or coordination experience.
• Excellent communication and interpersonal skills.
• Ability to analyze information and demonstrate critical thinking.
   

Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Physical demands: While performing the duties of this job, the employee is required to walk; stand; sit; use hands to operate standard office equipment; reach with hands and arms; balance; stoop; talk or hear both in person and by telephone. The employee must lift and/or move up to 30 pounds. Vision abilities include close vision, distance vision, and the ability to adjust focus. 
• Work environment: While performing the duties of this job, the employee works under typical office conditions and is exposed to variable indoor temperatures. The noise level is usually quiet or moderate. 
   

Location 
On-site in Hillsboro, OR  

 
Salary 
Salary is commensurate with skills and experience. 

 
Disclaimer 
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.