Facilities Management Specialist

About the role

The Facilities Management Specialist (FMS) supports operational coordination, customer service, administrative functions, maintenance planning, and Computerized Maintenance Management System (CMMS) administration for the Facilities Department.

Responsibilities

• Reviews manufacturer's operation manuals to determine optimum frequency of preventative maintenance and implements plans based on those standards.
• Serve as a primary point of contact for the Facilities Department by greeting visitors, answering phones, responding to customer inquiries, and assisting campus departments, vendors, contractors, and external partners.
• Maintain an environment of open communication with customers, colleagues, vendors, contractors, and affiliates. Resolve differences constructively and tactfully while treating others with professionalism and respect.
• Build proactive working relationships with campus building leads and departmental stakeholders to improve communication, service responsiveness, issue identification, and operational coordination.
• Assist in identifying opportunities to improve customer experience, communication workflows, and departmental responsiveness.
• Support the development, implementation, and monitoring of deferred and preventative maintenance programs.
• Assist the Physical Plant team in monitoring facility systems, equipment performance, preventative maintenance schedules, and corrective maintenance activities.
• Generate and review work order, maintenance, and operational reports.
• Coordinate vendor invoice processing and payment preparation.
• Manage incoming and outgoing departmental mail and deliveries. Organize and maintain electronic and physical filing systems.
• Coordinate interior building and office signage requests, inventory, ordering, and updates. Coordinate departmental office supply inventory and ordering.
• Maintain facilities records, construction documentation, service records, project files, and operational documentation. Maintain departmental compliance records related to OSHA, MIOSHA, SDS, and other applicable regulatory requirements.
• Assist with confirming vendor compliance requirements, scope verification, and completion documentation for contracted services.
• Support institutional compliance efforts related to OSHA, MIOSHA, environmental, and safety regulations. Assist with departmental safety committee coordination and safety documentation.
• Support employee training activities and technical access coordination related to departmental systems and operations.
• Participate on committees and work groups representing the Facilities Department as appropriate. Consult with peer institutions, vendors, contractors, and industry professionals to identify operational best practices and efficiencies.
• Deliver excellent customer service through responsive communication, professionalism, proactive relationship building, and effective follow-through.
• Manage multiple priorities, deadlines, interruptions, and operational requests in a fast-paced environment.

Qualifications

• Minimum Associate’s degree or demonstrated professional experience in the field.
• Facilities systems management software experience.
• Advanced features within Microsoft illustration tools (i.e. Visio, etc.) helpdesk software (current apps and versions).
• Knowledge of database management.
• IFMA Certification or skills trainings and practices.
• OSHA, MIOSHA, and fire and safety regulations knowledge.
• Knowledge of online management tools.
• Room resource scheduling software skills.