Facilities Management Specialist

Description

Primary Purpose Executes complex and high-volume facilities support activities with minimal supervision. Provides experienced operational support by coordinating multiple tasks and stakeholders while adhering to established standards.

Duties and Responsibilities

• Independently coordinates large or multi-area office moves using approved layouts and timelines.
• Performs detailed facilities inspections using standardized assessment tools and formats.
• Compiles data from work order, maintenance, or space systems into structured reports.
• Maintains asset, space, and service records to support audits and reporting needs.
• Coordinates access, permits, and scheduling for routine contractor and vendor work.
• Supports compliance readiness by organizing inspection materials and corrective action records.
• Identifies process gaps or recurring issues and reports findings to professional staff.
• Trains new support staff on systems, tools, and standard procedures as assigned.
• Performs other duties as assigned.

Education

• High school diploma or equivalent required. Bachelor’s degree preferred.

Experience

• Typically requires 5 years of related experience.

Knowledge, Skills and Abilities

• Facilities Management - Conducts planned preventive and predictive maintenance as well as repairs, to ensure that building systems perform as originally designed and constructed.
• Maintenance Management - Management of activities such as repair work, servicing, replacing, inspecting and testing.
• Cost Optimization - Analyzes, plans and manages costs for cost efficiency and expense reduction.
• Issue Resolution - Addressing problems that need to be solved, the decisions that need to be made, and the risks that need to be mitigated.
• Vendor Management - Overseeing relationships with key vendors and partner organizations that deliver products, services, and support to the business. Negotiating and managing contracts with key service providers to ensure service levels are set appropriately and met on an ongoing basis.
• Commercial Negotiation - The planning, reviewing, analysis and other activities that a buyer and seller conduct to reach an agreement.
• Technical Reporting - A form of subjective and formal report that presents the objectives, processes, and results of technical work.
• Procurement - The process of sourcing and purchasing goods and services from an external source, like a third-party vendor or supplier.
• Property Space Planning - Guiding a company's workplace real estate portfolio in support of its core business strategy, which includes providing, maintaining and managing the work environment across multiple offices and locations and/or supporting the changing space and occupancy needs of a business with an eye toward future demands and concerns.
• Contract Management - Streamlining the creation, execution, storage or renewal of contracts, with a focus on compliance, often via software or other automated means.