Facilities Specialist - Confidential Jobs : Job Details

Facilities Specialist

About the Role:

As a Facilities Specialist, you will play a key role in ensuring the effective operation and maintenance of the organization's facilities and infrastructure. You will be responsible for overseeing facility maintenance, managing vendor relationships, coordinating repairs and renovations, and ensuring compliance with safety and regulatory standards. This role requires strong organizational skills, attention to detail, and the ability to effectively manage multiple tasks and projects simultaneously.

Essential Job Responsibilities:

Conduct regular inspections of facilities to assess maintenance needs, safety hazards, and compliance with regulations.

Coordinate and oversee facility maintenance and repairs, including HVAC systems, plumbing, electrical, and structural components.

Manage relationships with external vendors and contractors, including negotiating contracts, obtaining bids, and ensuring quality of work.

Develop and implement preventive maintenance programs to minimize downtime and extend the lifespan of equipment and facilities.

Respond promptly to facility-related emergencies and incidents, coordinating with internal and external stakeholders to resolve issues efficiently.

Maintain accurate records of maintenance activities, work orders, and equipment inventory, ensuring documentation is up-to-date and accessible.

Coordinate office moves, renovations, and space planning initiatives, working closely with departmental managers and external contractors as needed.

Ensure compliance with safety regulations, building codes, and environmental standards, conducting regular safety inspections and addressing any compliance issues.

Assist in the development and implementation of facility-related policies, procedures, and best practices to optimize operational efficiency and cost-effectiveness.

Provide support and guidance to staff on facility-related matters, including safety protocols, emergency procedures, and facility access.

Ensure all incoming and outgoing mail, packages are processed.

Trouble shoot printer issues and coordinate service calls.

Assist in the assembling and relocating of office furniture.

Check and replenish pantries.

Order and maintain office supplies.

Ensure housekeeping is removing trash and cleaning the office daily.

Check and maintain coffee machines and other office appliances.

Qualifications:

Bachelor's degree in facilities management, engineering, business administration, or a related field preferred, or an equivalent combination of education and relevant experience.

Proven experience in facilities management or a related field, with a strong understanding of facility maintenance, operations, and safety protocols.

Knowledge of building systems, including HVAC, plumbing, electrical, and fire protection systems, as well as building codes and regulations.

Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.

Strong communication and interpersonal skills, with the ability to effectively collaborate with internal stakeholders, external vendors, and contractors.

Problem-solving abilities and attention to detail, with a proactive approach to identifying and addressing facility-related issues.

Proficiency in computer software applications, including facility management software, Microsoft Office suite, and other business productivity tools.

Flexibility and adaptability to changing priorities and deadlines, with a customer service-oriented mindset and a commitment to excellence in facility management.