Facilities Specialist

JOB SUMMARY

The Facilities Specialist performs hands-on, day-to-day facilities support under the direction of the Facilities Manager, or corresponding role responsible for facilities. This position receives and processes work orders, schedules and escorts vendors for maintenance, janitorial, landscaping, and security services, orders and stocks facility supplies and equipment, and assists with office moves, furniture set-ups, meeting or event space preparation. Work is performed by following established procedures, standards, and vendor agreements, with issues outside of routine practice escalated to the Facilities Manager for direction.

EDUCATION AND EXPERIENCE

• High School Diploma or GED (Required)

• 2 year / Associate Degree (Preferred)

• In lieu of the above education requirements, an equivalent combination of education and experience may be considered.

• One (1) or more years Experience coordinating outside vendors or service providers (Preferred)

• One (1) or more years Experience using a work order, ticketing, or computerized maintenance management system (Preferred)

• Two (2) or more years Experience in facilities, building maintenance, office services, or general operations support (Required)

• Required Certifications/Licensures: (Driver's License)

• Preferred Certifications/Licensures: (OSHA 10 or 30, IFMA Facility Management Professional (FMP) )

JOB REQUIREMENTS

• Attention to detail and accuracy

• Facilities and building services support

• Vendor scheduling and coordination

• Problem solving within established procedures

• Customer service and stakeholder support

• Recordkeeping and documentation

• Organization, time management, and the ability to prioritize multiple requests

• Basic computer skills, including Microsoft Outlook, Word, and Excel and work order or ticketing systems

• Ability to communicate in an efficient manner

Standard schedule is Monday through Friday, onsite., Regular and predictable attendance and accurate daily time reporting are essential functions of this role., Frequent standing, walking, bending, reaching, kneeling, and climbing stairs or step ladders throughout the workday., Ability to lift, carry, push, or pull up to 50 pounds occasionally, with assistance or equipment as needed., Ability to safely operate basic hand and power tools and pallet or hand trucks.

• Receive, log, prioritize, and close out facilities work orders and service requests, following up to confirm work is completed to standard

• Schedule, escort, and monitor external service providers, including contractors for maintenance, cleaning, landscaping, and security services, and report performance concerns to the Facilities Manager

• Collect quotes and vendor documentation for review and approval by the Facilities Manager; do not commit the company to contracts or pricing

• Place orders for facility supplies, furniture, and equipment within approved spending limits and maintain inventory and stock levels

• Review vendor invoices for accuracy, code and submit them for approval, and track spending against the approved facilities budget

• Compile routine reports on work order volume, maintenance costs, and supply usage for the Facilities Manager's review

• Maintain records of all facilities-related activities, including maintenance logs, service schedules, warranties, certificates of insurance, and compliance documentation

• Perform routine building walkthroughs and inspections, documenting safety, cleanliness, and repair needs and reporting findings promptly

• Complete minor, non-licensed repairs and adjustments such as replacing ceiling tiles, light bulbs, door hardware, and furniture components

• Assist with office moves, reconfigurations, seating assignments, and furniture set-up and tear-down, including support for meetings and company events

• Update floor plans, seating charts, and occupancy records to support space planning decisions made by management

• Support badge access requests, visitor procedures, mail and package handling, and conference room readiness

• Follow all local, state, and federal regulations related to building safety, health, and environmental standards, and report any potential violations to the Facilities Manager

• Assist with scheduling safety training and emergency preparedness drills and help maintain emergency supplies and postings

• Accurately record all hours worked and obtain supervisor approval in advance of working overtime

• Communicate effectively with employees, vendors, and management regarding facilities issues and updates

• While this job description aims to provide a comprehensive overview of the role, it may not detail every task or responsibility required.

CORE COMPETENCIES

CHANGE AGILITY (LEVEL 1 DEVELOPING)

Identifies, initiates, and adapts to organizational changes that foster enhanced effectiveness, efficiency, safety, and ultimately business results.

COLLABORATION (LEVEL 1 DEVELOPING)

Sees connection points across the organization and partners effectively with others to achieve common goals.

DECISION MAKING (LEVEL 1 DEVELOPING)

Sees connection points across the organization and partners effectively with others to achieve common goals.

DRIVE FOR RESULTS (LEVEL 1 DEVELOPING)

Drives to achieve challenging performance objectives

TEAM BUILDING (LEVEL 1 DEVELOPING)

Builds trust, fosters openness, and provides support. As the manager of a team, selects and motivates a strong team.

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