FACILITIES OPERATIONS SPECIALIST

Job Description

Job Description

General Description:

The Facilities Operations Specialist is responsible for managing and coordinating the day-to-day operations, maintenance, safety, functionality, and overall efficiency of the company's facilities. This position independently evaluates facility needs, develops preventive maintenance programs, manages building systems and vendor relationships, and recommends cost-effective solutions to support business operations. The role also coordinates tenant-related facility needs, ensures compliance with applicable safety standards, and performs occasional minor building repairs.

This position reports directly to the VP of Human Resources.

Essential Duties and Responsibilities:

Manage the day-to-day operations of the facilities to maintain a safe, clean, functional, and professional environment for employees, tenants, and visitors.

Develop, implement, and manage preventive and corrective maintenance programs, including maintenance schedules, inspections, and service coordination.

Conduct routine facility inspections, identify maintenance deficiencies, evaluate operational risks, and determine appropriate corrective actions.

Independently assess facility needs, establish maintenance priorities, and recommend cost-effective solutions, improvements, and equipment replacements.

Coordinate and monitor the maintenance and operation of HVAC, plumbing, electrical, fire protection, and other essential building systems, arranging specialized services as needed.

Perform occasional minor maintenance and repairs, including basic HVAC troubleshooting, plumbing adjustments, lighting and electrical fixture replacements, door hardware repairs, painting, drywall patching, and other cosmetic improvements, within applicable licensing requirements.

Serve as the primary point of contact for maintenance vendors, contractors, and building tenants, coordinating services and resolving facility-related concerns.

Evaluate vendor proposals, service agreements, pricing, and performance; support vendor selection, contract negotiations, and corrective actions.

Monitor facility-related expenses, evaluate repair and replacement options, and provide recommendations regarding maintenance budgets and operational improvements.

Coordinate required building inspections, certifications, and corrective actions to support compliance with applicable building codes, fire protection requirements, workplace safety standards, and company policies.

Evaluate office layouts, workflows, and space utilization, recommending improvements to enhance operational efficiency.

Manage the procurement, inventory, and maintenance of office supplies, furniture, and equipment.

Ensure common office areas, including conference rooms, kitchens, copy rooms, restrooms, and storage areas, are maintained in a clean, organized, and functional condition.

Partner with Human Resources to coordinate workspace setup, onboarding logistics, internal office moves, and company events.

Support emergency preparedness, business continuity, and disaster recovery initiatives in coordination with the Vice President of Human Resources.

Perform other duties as needed.

Supplemental Information:

This job description has been prepared to indicate the general nature and level of the work that the employees perform within their classification. This description is not and cannot be interpreted as an inventory of all the duties, tasks, responsibilities and qualifications required for the employees assigned to this job.

Education and Experience:

B High school diploma or equivalent required; technical training or certification in facilities management, building maintenance, or a related field preferred.

Minimum of 5 years of experience in commercial building maintenance, facilities operations, or a related field.

Working knowledge of HVAC, plumbing, electrical, fire protection, and general building maintenance systems.

Experience coordinating vendors, preventive maintenance programs, facility projects, and operational expenditures.

Experience supporting multi-tenant commercial facilities preferred.

Strong organizational, communication, problem-solving, and decision-making skills.

Ability to independently evaluate facility needs, establish priorities, and recommend effective operational solutions.

Knowledge of applicable building safety standards and regulatory requirements.

Knowledge in Microsoft Office and general recordkeeping systems.

Some travel may be required