Facilities Specialist

The Facilities Specialist provides administrative program support to the facility operations and services team while working closely with department leadership, facilities project managers, construction managers and facilities service managers to support all construction and facilities department activities. The Specialist will support cyclical facility maintenance programs and annual planning initiatives to enhance processes and improve outcomes and deliverables from the facilities and construction department. Under the supervision of their manager, the specialist will provide administrative program support to the department as directed including administration of tracking and reporting systems, contract administration, vendor management, file maintenance and program compliance. Assignments may include vendor management, issuing purchase orders, database management, daily office operations and scheduling, maintenance and coordination of budgeting and accounting systems, maintaining office records, and providing general support services to ensure programs meet department objectives. 

Primary Responsibilities 

• Manage cyclical program activities and planning including database management, vendor management, contract administration, purchase orders, regulatory compliance, issue escalation, reporting and communication. 

• Generate actionable data and reporting which may require compiling data from various sources, contacting other companies or agencies, organizing details, meetings, and events, researching data and information requirements, and preparing preliminary analysis and timely reports.  

• Operate a variety of computer applications including word processing, spreadsheet, and database programs to produce a variety of documents including reports, charts, proposals, and spreadsheets with varying levels of complexity and output requirements. 

• Exercises a high degree of confidentiality, judgment, and discretion including the ability to use tact, diplomacy, and professionalism to effectively handle a broad range of high-level sensitive information, including interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems on a consistent and continuing basis. 

• Provide back-up support to the facility coordinator to include invoice coding and audit compliance as needed. 

• Perform as required special projects or assignments as assigned by their manager. 

Job Specifications  

• Maintains asset level data and historical records and program reference retrieval by enhancing existing systems and developing filing and retrieval systems as needed.   

• Leverages technology to verify asset and property files contain appropriate accurate and actionable records to verify compliance of contracted cyclical maintenance. 

• Prepares memorandums and documents outlining and explaining administrative procedures and policies and monitors compliance.

• Creates and distribute key monthly performance reports and assists department leadership with periodic reporting functions. 

• Assists in the creation, consolidation and closeout of annual budgets as needed including executive summary reports. 

• Creates and maintains database and spreadsheet files as needed to track progress against department goals and compliance. 

• Must be able to handle multiple projects in a fast-paced, changing environment 

Education and Experience 

• High School diploma or GED equivalent; some college experience preferred. 

• Minimum 2-3 years’ experience providing similar coordination activities, administrative or business management support functions. 

• Demonstrated track record of providing effective administrative support in an executive office environment with the ability to maintain a high degree of confidentiality, judgment, and discretion. 

• Knowledge of a wide variety of automated office systems, machines, and equipment. 

• Thorough knowledge of and strong skills in various computer applications including MS Word, Excel, PowerPoint, and database program capabilities to figure out best approach for assigned projects. 

• Ability to type 50-60 wpm. 

We pride ourselves on hiring top talent and provide the following benefits and more:

• Well defined career paths

• Great work/life balance

• Medical, dental, and vision benefits

• Health Savings Account (HSA) or Flexible Spending (FSA)

• Company paid Life, AD&D, and Short- & Long-Term Disability

• 401K with company match after 90 days of service

• Holiday pay and paid time off

• Extensive wellness program and various employee discount programs

• Personal health advocate

• On-site fitness center

• Free soda, coffee, and snacks all day every day and much, much more!