Facilities Admin Assistant

Overview

Application Deadline: Ongoing until positions are filled.

to apply, please visit the TP Careers site at https://www.tp.com/en-us/careers.

About TP

TP is a leading global provider of digital business services. We partner with the world's most prominent brands to optimize operations through advanced technology and sustainable business practices. With a global workforce of 500,000 across 300 languages, we are a force for good in our communities and for our clients.

Benefits of working with TP include

TP offers benefits to you and your family. Eligible team members can take advantage of our comprehensive health benefits, which may include medical, vision, and dental.

We invest in and prioritize the mental health and well-being of our team members by providing resources, including Employment Assistance Programs, space in the form of health and personal time off (HPT), and leave programs as eligible.

We offer benefits and tools to help our team members and their families for their financial future. This includes offering competitive 401(K) plans, life insurance, supplemental medical coverage, critical care insurance, pet insurance, FSA plans, and retailer discounts.

Career Growth and Culture

At TP, we prioritize a culture of inclusion and diversity where every employee feels valued. We provide a platform for limitless career advancement, fostering an environment where ambition and high performance lead to long-term success. 

TP is committed to supporting those who serve. We welcome applications from active-duty service members, veterans, and military families. 

Equal Opportunity Employer 

TP is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. 

If you require reasonable accommodation during the application process, please contact us at 877-877-3944 or contact us here.  Please note, this contact channel is not a means to apply for or inquire about a position and we are unable to respond to non-accommodation-related requests.

The Facilities Operations Coordinator & Executive Admin provides direct operational, financial, and administrative support to the VP of Facilities & Workplace Services, while serving as a central operational hub for Regional Facility Managers (RFMs) and site-level teams across all company locations. This role balances high-level executive support with specialized financial processing, workforce data management, vendor coordination, and sustainability program reporting in a fully remote environment.

Responsibilities

• • VP Support: Coordinate all travel arrangements and manage monthly expense reporting
  • for the VP of Facilities & Workplace Services.
  • Regional & Team Support: Assist Regional Facility Managers (RFMs) with daily
  • workloads, ad-hoc operational tasks, and participate in RFM candidate interviews as needed.
  • Onboarding & IT Logistics: Submit and manage IT Service Desk tickets to ensure
  • seamless onboarding and systems access for new Facilities team members.
  • Logistics Point of Contact: Serve as the primary departmental POC for all FedEx and
  • ground transportation shipping coordination.
  • Employee Engagement: Administer the Nectar employee rewards points program for the Facilities business unit, tracking and distributing points according to company guidelines.

• • D365 Accounts Payable: Master and utilize the Microsoft Dynamics 365 (D365) platform
  • to process all Facilities-related accounts payable activities.
  • Invoice & PO Processing: Work directly with the internal Accounts Payable team to
  • process contractor and vendor invoices, submit purchase requisitions, manage Purchase
  • Orders (POs), and handle change orders for critical equipment.
  • Discrepancy Resolution: Liaise directly with contractor and vendor Accounts Receivable
  • departments to investigate and resolve billing discrepancies or invoice issues.
  • Site Procurement: Procure and place orders for all materials, equipment, and access
  • control/badging supplies on behalf of Facility Coordinators across all sites.

• • Daily HR Metrics: Manage and distribute daily operational updates across multiple
  • internal business units, including daily headcount tracking, Leave-of-Absence (LOA)
  • reports, and employee termination reporting.
  • Timeclock & BMS Management: Make required timeclock corrections and adjustments
  • within the internal Business Management System (BMS) for Facilities personnel.
  • Hours & Overtime Reporting: Compile, track, and generate weekly employee work
  • hours and overtime metric reports for all hourly Facilities staff for executive review.

• • Environmental Reporting: Support the Magnitude environmental sustainability program
  • by collecting, tracking, and reporting mobile and stationary fuel consumption data.
  • Audit Support: Request, sort, and organize GISP audit information; compile all
  • supporting documentation for internal audit processes; attend audit calls to track findings
  • and observations.

Qualifications

• 1–3 years of administrative, clerical, or operational support experience,
• ideally within a corporate facilities, real estate, or procurement environment.
• Software & Systems Aptitude:
• High proficiency with Microsoft Office 365 (Excel, Word, Outlook, PowerPoint) and
• Google Workspace (Docs, Sheets, Gmail, Slides).
• Direct experience with ERP/AP platforms—specifically Microsoft Dynamics 365
• (D365)—is highly preferred.
• Strong technical aptitude to master internal Business Management Systems (BMS)
• and ticketing tools (Service Desk).
• Data Analytics & Numerical Aptitude: Strong numerical accuracy and analytical skills to
• manage detailed timekeeping, overtime metrics, and financial reporting.
• Discretion & Confidentiality: Demonstrated ability to manage sensitive HR data
• (terminations, leaves of absence, employee metrics) with complete confidentiality.
• Communication & Organization: Excellent verbal and written communication skills for
• interacting with executive leadership, internal AP teams, and external vendors;
• exceptional attention to detail in a self-directed, remote setting.