Facilities Specialist

Job Summary

Under minimal supervision, the Facility Specialist will complete various duties to include, but not be limited to, administrative support, conference room and food service coordination, work-order processing and internal move assistance. This position will provide assistance to a team of facility members in all administrative aspects of facility management administration and reporting and lead member and first (telephone) response for tenant / customer service requests serving a portfolio of corporate properties. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual, and analysis and determination of information requests and follow-up.

RESPONSIBILITIES

Essential Duties :

• Provides administrative support to the Facility Manager and supervisor levels of facilities operations.
• Exercises independent judgment to prioritize work, resolve issues, and coordinate activities with minimal supervision.
• Analyzes data and trends to support planning, reporting, and process improvement efforts.
• Oversees vendor or project activities to ensure performance, compliance, and quality standards are met.
• Assists other facility members in the implementation and organization of internal and building to building moves. May be involved with communicating and coordinating with movers, vendors and other internal / external staff members as required. May work as the backup liaison to other in-house support groups.
• Assists with the initiation of purchase orders as requested by management or other involved parties.
• Dispatches appropriate staff members accordingly to address maintenance requests / work orders.
• Takes maintenance requests, distributing and closing out work orders as required. Coordinates service requests as needed.
• Liaisons with landlord and / or building staff regarding required maintenance tasks.
• Daily contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
• Instructs office services / mail room personnel on daily tasks, ensuring satisfactory completion.
• Works with Facility Management to ensure completion of all special project work as assigned.
• Retrieves Certificates of Insurances from vendors and maintains active database.
• Assists Facility Managers in the annual budget preparation and development.
• Compiles, and assists in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports.
• Codes and processes vendor invoices entering invoices into accounting system, and month end reconciliation.
• Assists with Preparation of monthly facility reports.
• May require additional work consisting of on call duties.
• May perform other duties as assigned.

QUALIFICATIONS

Skills, Education, and Experience :