Building and Facilities Specialist

About the role

Maintain relationship with and be first point of contact for property management.
Schedule and oversee maintenance and repair of office facilities, equipment (including HVAC, printers, coffee makers, dishwashers, etc), and systems.
Work with Quality Assurance Department to ensure compliance with health, safety, and environmental regulations.
Monitor and maintain building systems, including HVAC, electrical, plumbing, and security systems.
Facilitate purchasing, relocation, and assembly of office furniture and equipment.
Oversee office seating arrangements (together with HR department and management).

Responsibilities

• Maintain relationship with and be first point of contact for property management.
• Schedule and oversee maintenance and repair of office facilities, equipment (including HVAC, printers, coffee makers, dishwashers, etc), and systems.
• Work with Quality Assurance Department to ensure compliance with health, safety, and environmental regulations.
• Monitor and maintain building systems, including HVAC, electrical, plumbing, and security systems.
• Facilitate purchasing, relocation, and assembly of office furniture and equipment.
• Oversee office seating arrangements (together with HR department and management).
• Administer company vehicle fleet, including coordinating allocation by employees/visitors, scheduling maintenance, inspections, repairs, registration, and insurance.
• Advise executive management regarding decisions in reference to the fleet.
• Track usage, manage service schedules, and ensure cost-effective fleet operations.
• Care for and maintain building systems, including HVAC, electrical, plumbing, and security systems.
• Coordinate insurance coverage for facilities and fleet.
• Maintain accurate records and ensure timely renewals of policies.
• Ensure facilities comply with local regulations, safety standards, and environmental requirements in coordination with the Health and Safety team.
• Conduct regular inspections and address any hazards or deficiencies promptly in coordination with the Health and Safety team.
• Develop and maintain emergency response plans.
• Conduct regular safety drills and training for staff.
• Ensure availability and functionality of emergency equipment.
• Work closely with IT team to coordinate access control systems, including key cards and visitor management.
• Being a back-up for security systems such as cameras and alarms.
• Coordinate with security vendors and ensure compliance with security protocols.
• Conduct regular audits of physical security measures and address vulnerabilities.
• Manage vendor and contractor relationships for cleaning, security, HVAC, and other facility related services.
• Review and negotiate contracts and quotes from vendors to ensure cost-effectiveness and compliance.
• Maintain vendor performance standards and resolve service issues promptly.
• Plan, coordinate, and oversee both large and small office buildout projects.
• Ensure adherence to design specifications, safety standards, and company requirements.
• Lead office layout planning, moves, and workspace optimization.
• Oversee maintenance of coffee machines and other office appliances.
• Ensure common areas are well-stocked and operational.
• Inventory and restock of office and kitchen supplies.
• Support preparing company events.
• Prepare, manage, and maintain facilities budget of maintenance activities and vendor contracts.
• Monitor expenses and provide regular reports to management.
• Support sustainability initiatives and energy efficiency projects.
• Handle ad hoc facilities-related requests from staff and management.

Requirements

• Associate or Bachelor’s degree in Facility Management, Engineering, or related field.
• Minimum 3 years of experience in facility operations or maintenance.
• Knowledge of building systems, safety regulations, and preventive maintenance programs.
• Strong organizational and problem-solving skills.
• Ability to manage multiple tasks and work independently.
• Certification in Facility Management (e.g., IFMA CFM or FMP).
• Familiarity with sustainability and energy efficiency practices.

Qualifications

• Knowledge of building systems, safety regulations, and preventive maintenance programs.
• Strong organizational and problem-solving skills.
• Ability to manage multiple tasks and work independently.
• Certification in Facility Management (e.g., IFMA CFM or FMP).
• Familiarity with sustainability and energy efficiency practices.

Skills

• Knowledge of building systems, safety regulations, and preventive maintenance programs.
• Strong organizational and problem-solving skills.
• Ability to manage multiple tasks and work independently.
• Certification in Facility Management (e.g., IFMA CFM or FMP).
• Familiarity with sustainability and energy efficiency practices.

Benefits

We are committed to supporting our mission through the following employee benefits:
• Medical, Dental, and Vision Insurance
• Health Savings Accounts
• Competitive 401(k) Plan with company match and immediate vesting
• Employee Life Insurance & AD&D
• Company-paid Short-Term and Long-Term Disability Insurance
• Employee Assistance Program
• Generous holidays, including a full week off from December 25 to January 1
• PTO that scales with tenure and sick leave
• Company-sponsored team-building activities to boost morale and productivity.
• Bonus Plan

Pay

TBD

Schedule

TBD