Facilities Management Specialist

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. The FMS serves as a central coordination point for departmental communications, work order processing, records management, vendor coordination, purchasing support, compliance documentation, and operational workflow support. This position works closely with Facilities leadership, the Physical Plant team, Grounds, Custodial, contractors, vendors, building leads, and campus stakeholders to support the efficient operation of campus facilities and infrastructure. The FMS assists in the development, implementation, monitoring, and documentation of deferred and preventative maintenance programs while supporting the Physical Plant team in monitoring facility systems and coordinating corrective maintenance activities. The position also supports facilities planning initiative, maintenance scheduling, asset tracking, safety documentation, customer communications, and departmental operational processes. This position serves as a lead customer service representative for the Facilities Department and plays an important role in advancing the College's Maroon & Gold Standards (MGS) and Human First philosophy through responsive service, proactive communication, relationship building, and operational stewardship. The FMS is expected to foster positive and collaborative working relationships with campus building leads, departments, vendors, contractors, and other stakeholders through professionalism, approachability, timely follow-up, and consistent customer support. The successful candidate must demonstrate a strong customer focus, commitment to prompt and professional responses, attention to detail, technical aptitude, organizational skills, and the ability to proactively identify and resolve operational concerns in a fast-paced environment. The position is expected to help create a responsive, organized, service-oriented operational culture aligned with the College's mission, values, and commitment to service excellence.

The essential duties and responsibilities include the following. Other duties may be assigned.

The FMS reviews manufacturer's operation manuals to determine optimum frequency of preventative maintenance and implements plans based on those standards.

Customer Service, Communication & Operational Coordination

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.

Monitor and manage the Facilities Service Center inbox and departmental customer communications.

Enter, assign, update, and track work orders within the Computerized Maintenance Management System (CMMS).

Assist with work order triage, workflow coordination, and communication follow-up regarding service requests.

Support departmental customer service initiatives and operational communication efforts.

Communicate facility service interruptions, outages, operational updates, and project notifications to campus stakeholders.

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.

Focus on customer needs, customer satisfaction, and relationship development while supporting departmental standards of exemplary customer service, ethics, integrity, and Human First engagement.

Build proactive working relationships with campus building leads and departmental stakeholders to improve communication, service responsiveness, issue identification, and operational coordination.

Maintain consistent follow-up and prompt response times related to customer requests, operational concerns, and work order communications.

Assist in identifying opportunities to improve customer experience, communication workflows, and departmental responsiveness.

CMMS, Maintenance Planning & Facilities Operations Support

Serve as a CMMS superuser and assist with system administration, workflow coordination, reporting, and user support.

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.

Review manufacturer operation manuals and maintenance documentation to assist in determining recommended preventative maintenance frequencies and procedures.

Assist with maintaining asset information, equipment records, maintenance histories, and facilities documentation within the CMMS.

Generate and review work order, maintenance, and operational reports.

Assist with identifying workflow improvements, reporting enhancements, and operational efficiencies.

Support facilities infrastructure condition assessments and energy reduction initiatives.

Assist with defining work priorities and coordinating maintenance schedules, planned maintenance activities, and operational support requests.

Support development and implementation of cyclical maintenance and renovation programs based on facility standards, lifecycle expectations, deferred maintenance planning, and operational priorities.

Administrative, Records, & Office Operations

Manage incoming and outgoing departmental mail and deliveries.

Organize and maintain electronic and physical filing systems.

Maintain departmental staffing calendars, time-off calendars, and scheduling records.

Coordinate interior building and office signage requests, inventory, ordering, and updates.

Coordinate departmental office supply inventory and ordering.

Organize and 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.

Coordinate and maintain centralized online Safety Data Sheet (SDS) records for campus access.

Assist with maintaining emergency contact lists and departmental communication records.

Assist with maintaining Facilities Department website content and online departmental resources.

Assist with maintaining Facilities Department training materials and online training resources.

Financial, Purchasing, Budget & Vendor Coordination

Coordinate vendor invoice processing and payment preparation.

Match invoices with packing slips and supporting documentation.

Verify purchase order and blanket purchase order information.

Code invoices using approved GL account structures and departmental procedures.

Enter invoice and utility billing information into departmental tracking systems.

Scan and maintain electronic invoice and utility billing records.

Assist with acquisition of departmental materials and supplies in accordance with College purchasing policies and procedures.

Create purchase requisitions and assist with procurement coordination.

Track departmental uniform purchases in accordance with approved procedures and budgets.

Assist with monitoring departmental operational budgets, purchasing activities, and expenditure tracking.

Maintain departmental budget tracking spreadsheets and supporting financial documentation.

Process payment vouchers and assist with payment processing workflows in accordance with institutional procedures.

Assist with managing blanket purchase orders (BPOs), including tracking balances, monitoring usage, coordinating renewals, and maintaining supporting documentation.

Assist Facilities leadership with budget reporting, purchasing reconciliation, and operational expense tracking.

Coordinate vendor check-in procedures, contractor documentation, and operational support activities.

Assist with confirming vendor compliance requirements, scope verification, and completion documentation for contracted services.

Safety, Compliance & Training Support

Assist with coordinating tours, inspections, and documentation for federal, state, and local regulatory agencies.

Support institutional compliance efforts related to OSHA, MIOSHA, environmental, and safety regulations.

Assist with departmental safety committee coordination and safety documentation.

Assist with documentation and onboarding support for Facilities employees, contractors, and visitors.

Support employee training activities and technical access coordination related to departmental systems and operations.

Collaboration, Communication & Institutional Support

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.

Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with other cultures and backgrounds.

Demonstrate professionalism, accountability, approachability, humility, compassion, emotional intelligence, and service-oriented leadership.

Remain competent and current through professional development, training, networking, and continuing education.

Responsible for understanding, supporting, and actively demonstrating the College's mission, vision, values, and Maroon & Gold Standards.

SUPERVISORY RESPONSIBILITIES

May direct the work of student employees.

CONTACTS AND PURPOSE OF CONTACTS

Internal: Frequent contact with employees for all campuses and daily contact with team leaders in the facilities area and department personnel. Regular contact with business office personnel regarding purchasing and payables.

External: Regular contact with suppliers, contractors, and vendors

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

Minimum

Associate's degree or demonstrated professional experience in the field.

Facilities systems management