Facilities Specialist

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 tracking and reporting of CapEx spending and facility maintenance programs through the company CRM system to support cyclical and annual planning initiatives to enhance processes and improve outcomes and achieve department deliverables. 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, invoice processing, contract administration, vendor management, file maintenance and program compliance. Assignments may include invoice processing, 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.

Duties & Responsibilities

• Provide support for invoice coding and audit compliance as needed.
• Operate a variety of computer applications including Salesforce CRM, 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.
• 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.
• Manage cyclical program and CapEx project support activities and planning including database management, vendor management, contract administration, purchase orders, regulatory compliance, issue escalation, reporting and communication.
• 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.
• Perform as required special projects or assignments as assigned by their manager.
• Maintains asset level data and capital investment 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.

Qualifications

• 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.

Competencies

• 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.
• 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.
• Experience with Salesforce CRM is a plus.

Work Environment & Physical Requirements

Performs sedentary work in an office environment with limited lifting (less than 10 pounds) or walking required. Close visual acuity required to perform work at computer terminal. No exposure to adverse environmental conditions. Requires repetitive typing motion, talking, hearing, grasping and feeling.

Disclaimer

The job description outlines the general nature and scope of work employees perform in this role. It's not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for the position. The company reserves the right to modify, revise, or update the job description to meet business needs.