Facilities Specialist

Administrative Support Specialist

We are seeking an organized and proactive Administrative Support Specialist to assist the Facilities Department with various administrative tasks, including vendor management, warranty and asset tracking, invoicing reviews, and utility management. Proficiency in MS Office (Word, Excel, PowerPoint, Access) and experience with Nuvolo or ServiceNow platforms is preferred. The ideal candidate will have strong problem-solving skills, the ability to manage multiple tasks, and a focus on customer service.

Key responsibilities include:

• Providing administrative support to the Facilities team, including data entry, reporting, and document management.
• Assisting with water intrusion calls, garbage issues, and vendor inquiries.
• Managing purchase orders, vendor setup, and resolving invoicing discrepancies.
• Tracking warranties and assets, ensuring records are up to date.
• Administering utilities for new stores and resolving billing issues.
• Reviewing monthly billing for cell phones and other departmental expenses.
• Assisting in managing monthly/quarterly accruals and project completions.
• Using MS Excel for tracking, reporting, and data analysis.
• Assisting with data entry and reporting in Nuvolo or ServiceNow (preferred).
• Managing administrative tasks such as Wells Fargo card applications and technician inquiries.

Requirements include:

• 2+ years of relevant experience in administrative or facilities management roles.
• Proficiency in MS Word, Excel, PowerPoint, and Access (intermediate/advanced level).
• Experience with Nuvolo and/or ServiceNow platforms is a plus.
• Strong analytical, organizational, and multitasking skills.
• Excellent communication and customer service skills.
• Ability to handle multiple tasks with attention to detail and accuracy.

Additional preferred experience includes:

• Warranty and asset tracking.
• Invoicing review and financial tracking.

Job duties may change with or without notice.

Circle K is an Equal Opportunity Employer. The Company complies with the Americans with Disabilities Act (the ADA) and all state and local disability laws. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the ADA and certain state or local laws as long as it does not impose an undue hardship on the Company. Please inform the Company's Human Resources Representative if you need assistance completing any forms or to otherwise participate in the application process.