Facilities Specialist

About the role

The Facilities Specialist is responsible for the upkeep, maintenance, and efficient operations of buildings, equipment, and grounds within their assigned NEFCO region. This position ensures the availability and reliability of all NEFCO operational equipment and facilitates the maintenance, cleanliness, safety, and security of NEFCO locations. The role requires periodic travel to NEFCO locations and reports to the Senior Director of Corporate Assets. The Facilities Specialist handles routine maintenance, repairs, contractor coordination, and emergency situations, often acting as the primary point of contact for facilities-related issues.

Responsibilities

• Perform preventative maintenance on building systems (electrical, plumbing, HVAC, etc.), make repairs to building components and structures, and coordinate specialized trades for more complex issues.
• Oversee the general upkeep of facilities, including grounds, security systems, utilities, and other structures.
• Receive and prioritize maintenance requests, assign work orders, and track their completion.
• Respond to emergencies related to fire, security, or other building issues, ensuring proper procedures are followed.
• Coordinate with external contractors for specialized services, obtain bids, and oversee project completion.
• Ensure facilities adhere to building codes, safety regulations, and other relevant standards.
• Maintain records of maintenance activities, service requests, and other relevant data.
• Manage budgets for facility maintenance and repair projects as needed.
• Collaborate with the NEFCO Safety Manager to ensure facilities have deployed all required safety equipment.
• Ensure compliance with all facility operating leases.
• Document all NEFCO locations (Playbooks).
• Cultivate vendors to support NEFCO’s expanding footprint.
• Provide contract management, administration, and negotiations as required.
• Monitor the Facilities ticket portal to ensure prompt resolution of issues.
• Maintain detailed and accurate files of all equipment used throughout the company.
• Assist logistics managers and staff to address repair and maintenance issues in a timely manner.
• Function as a company liaison to receive and respond to service issues pertaining to lawncare, snow, ice, waste management, plumbing, electrical, HVAC, access control, and janitorial concerns.
• Manage access control to facilities, including key issuance and alarm codes.
• Participate as a member of the NEFCO Safety Committee; ensure corrective action.
• Handle additional duties and/or special projects as assigned.

Requirements

• Previous experience with Facilities Management across multiple locations is required.
• Knowledge of building systems (HVAC, electrical, plumbing, etc.), maintenance procedures, and safety protocols.
• Ability to diagnose issues, identify solutions, and implement them effectively.
• Understanding of relevant building codes, safety regulations, and other compliance requirements.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, Teams, and PowerPoint for internal communication.
• Excellent interpersonal, organizational, and communication skills.
• Action-oriented with the ability to (re)prioritize and multitask effectively.
• Ability to learn and retain information quickly, and understand general upstream/downstream implications.
• Strong sense of urgency and bias for action.