About this role
Project Administrator I
Job Summary: General Atomics (GA), and its affiliated companies, is one of the world’s leading resources for high-technology systems development ranging from the nuclear fuel cycle to remotely piloted aircraft, airborne sensors, and advanced electric, electronic, wireless and laser technologies.
We have an exciting opportunity for a Facilities / Relocation & Occupancy Coordinator to join our Facilities team in Rancho Bernardo, CA.
The Facilities / Relocation & Occupancy Coordinator supports facilities and workplace projects with a primary focus on employee move coordination, lab and equipment moves, space/occupancy data entry, and project administration. This role works closely with end users, lab owners, and internal stakeholders to ensure accurate occupancy records, safe and efficient move execution (including labs and technical equipment), and consistent use of GA systems and processes.
DUTIES AND RESPONSIBILITIES:
Move Coordination & Occupancy Management • Coordinate employee and departmental moves, adds, and changes (MAC), including office, lab, and equipment moves, in collaboration with multiple GA&A departments. • Plan and oversee lab and equipment moves to ensure compliance with safety, environmental, and security requirements and to minimize operational disruption. • Maintain accurate occupancy and space assignment data in Facilities Management Software. • Prepare and distribute move communications, schedules, and instructions to affected employees and stakeholders. • Track move requests from initiation through completion, ensuring adherence to timelines, safety standards, and quality expectations. • Support space utilization reporting and metrics (headcount by location, vacancy, capacity, and lab utilization as applicable). Data Entry & Systems Support • Enter, update, and validate occupancy, space, and asset data in: • Facilities Management System (FMS or equivalent) • ServiceNow (work orders, requests, tickets) • SAP (as applicable for cost tracking, purchase requisitions, or project-related transactions)
• Perform routine data audits to ensure accuracy, completeness, and alignment across systems. • Generate standard reports (move status, work order status, space utilization, lab/equipment move status) for management review. Project Administration • Provide administrative support to facilities and workplace projects, including lab build-outs, reconfigurations, and equipment relocations. • Assist with project documentation: meeting minutes, action item logs, project schedules, and status updates. • Support procurement activities such as preparing requisitions, tracking purchase orders, and coordinating with vendors in accordance with GA policies. • Maintain organized electronic and physical project files in compliance with GA standards and records retention requirements. • Assist with coordination of site access, badging, and logistics for contractors and vendors, including those supporting lab and equipment moves. Stakeholder & Customer Support • Serve as a point of contact for employees regarding move logistics, seating assignments, lab relocation schedules, and general facilities inquiries. • Collaborate with cross-functional teams (Facilities, EHS, Security, IT, Lab Management, and Operations) to ensure smooth execution of moves and projects. • Support continuous improvement efforts related to move processes, occupancy data quality, lab/equipment move workflows, and customer service. We recognize and appreciate the value and contributions of individuals with diverse backgrounds and experiences and welcome all qualified individuals to apply.
Job Qualifications: • Typically requires a bachelors degree in Business Administration or a related discipline. Equivalent professional experience may be substituted in lieu of education. • Detail-oriented with strong organizational skills, ensuring data accuracy, integrity, and thorough documentation. • Ability to manage multiple move requests and tasks simultaneously in a fast-paced environment. • Problem-solving mindset with the ability to anticipate and mitigate risks related to moves, especially lab and equipment relocations. • Professional, customer-focused demeanor when interacting with employees, lab staff, vendors, and management. • Experience coordinating office, lab, or technical equipment moves in a corporate, manufacturing, or R&D environment. • Familiarity with facilities management systems and space/occupancy planning tools. • Experience with ServiceNow work orders and SAP requisitions/purchase orders. • Understanding of basic EHS and security considerations related to lab and equipment moves (e.g., handling sensitive equipment, hazardous materials coordination with EHS). • Effective written and verbal communication skills; able to prepare clear move instructions and status updates. • Demonstrated ability to work collaboratively with cross-functional teams and provide responsive customer service. • May require the ability to obtain and maintain a DOD Security Clearance.