Facilities Administration Specialist

Overview

Ensuring Operational Excellence, Safety, and Innovation in Building Maintenance

The Facilities Specialist at our Carrollton site plays a pivotal role in maintaining the operational integrity, safety, and efficiency of our facility’s infrastructure. This position is responsible for supervising all maintenance activities, overseeing building repairs, scheduling regular maintenance revisions, implementing technological advancements, and ensuring that all administrative duties related to the facility’s safety and function are executed to the highest standard. The Facilities Specialist acts as both a hands-on leader and strategic planner, working collaboratively with internal teams, vendors, and utility agencies to guarantee that our site remains in optimal condition to support business objectives.

Main Objectives

• Oversee maintenance and general upkeep of the facility, ensuring all systems and structures are fully functional and safe.
• Coordinate building repairs and improvements, supervising contractors and monitoring the quality and effectiveness of interventions.
• Establish and manage a regular schedule of maintenance revisions, optimizing resources and minimizing downtime.
• Monitor technological changes and developments, recommending strategies to ensure the facility adapts effectively and remains compliant.
• Control and coordinate administrative and safety-related aspects of the facility, ensuring compliance and readiness at all times.

Responsibilities

1. Supervise Maintenance Work of the Facility

• Conduct daily reviews of site conditions using a detailed checklist, proactively identifying needs and risks.
• Perform routine maintenance activities, requesting purchase of necessary materials and supplies to maintain optimal facility conditions.
• Schedule and coordinate site visits with approved vendors to address maintenance requirements.
• Ensure all company lighting fixtures and systems are fully operational, replacing or repairing as necessary to maintain safety and productivity.
• Maintain overall upkeep and cleanliness of the building

2. Building Repairs and Follow-Up

• Upon completion of repairs, review the performance and integrity of electrical accessories, ensuring functionality and compliance with safety codes.
• Assess the quality of infrastructure repairs, providing feedback and follow-up to guarantee longevity and performance.
• Review electric board components when necessary, troubleshooting issues or liaising with specialists for correction.
• Supervise all contractors and service providers on site, ensuring that the building remains in full operational status, and that all work is completed according to contract specifications and safety standards.

3. Schedule and Complete Regular Maintenance Reviews

• Perform thorough facility reviews every three days, documenting findings and implementing corrective actions as needed.
• Monitor and maintain optimal diesel fuel levels for backup generators and critical equipment, preventing operational disruption.
• Review system reports and inspection outcomes, promptly informing vendors to arrange necessary repairs and maintenance.
• Ensure that all electrical plant and equipment are serviced regularly, coordinating with vendors and suppliers to maintain reliability and safety.

4. Provide Updates on Technological Changes Affecting Facilities

• Maintain current knowledge of technological advancements, regulatory changes, and industry best practices related to facility management.
• Inform management proactively of any technological changes that could negatively impact the facility, recommending preventative or corrective strategies.
• Collaborate with management to devise and implement strategies that combat technological challenges, ensuring ongoing compliance and operational excellence.

5. Coordinate and Control Reception of Administrative area of site

• Administration of badge control system including issuance of Visitor badges and maintenance of visitor register
• Coordinate scheduling of Training and Conference rooms
• Maintain adequate janitorial and office supplies
• Ensure that all critical equipment and amenities (UPS, AC units, computer peripherals, power outlets, furniture, etc.) are maintained in safe and reliable condition, promptly addressing any deficiencies.
• Plan and execute necessary preventive maintenance for key facility areas and equipment, minimizing downtime and maximizing productivity.
• Develop and implement monthly plans for facility purchasing, ensuring availability of required materials and adherence to budgetary constraints.
• Act as a liaison with utility agencies and clients, scheduling and coordinating routine maintenance and service visits in accordance with operational needs.
• General (applies to all equipment and processes).  Keeping records and reporting status verbally and in writing.
• Coordinating audit response, including gathering of evidence, and conducting both on-site and virtual tours.
• Providing occasional afterhours and weekend attention to emergencies and other time sensitive work.
• Communicating verbally and in writing w/ site team to announce and manage changes and emergencies.

Qualifications

Qualifications and Skills

• Education: High school diploma or equivalent required; technical training or certification in facilities management, building maintenance, or related field preferred.
• Communication: Strong interpersonal and communication skills, capable of working collaboratively with management, staff, vendors, and contractors.
• Organization: Exceptional organizational and time-management abilities, able to prioritize tasks and manage multiple projects simultaneously.
• Problem-Solving: Demonstrated analytical and problem-solving skills, with a proactive approach to identifying and resolving facility issues.
• Adaptability: Capacity to adapt to changing technologies, regulations, and operational requirements, maintaining a flexible and solution-oriented approach.

Working Conditions

• Full-time, on-site position at the Carrollton facility.
• May require occasional evening, weekend, or emergency work depending on operational needs.
• Regular interaction with external vendors, utility agencies, and service providers.

Reporting Structure

• The Facilities Specialist reports directly to the Vice President, Customer Experience with dotted line to Facilities Director

Performance Metrics

• Facility downtime minimization
• Completion rate of scheduled maintenance tasks
• Compliance with safety and operational standards
• Vendor and contractor relationship management
• Budget adherence for facility purchasing and repairs

Why Join Us?

As a Facilities Specialist for the Carrollton site, you will be entrusted with significant responsibility and autonomy to ensure our facility’s safety, functionality, and innovation. You will have the opportunity to work alongside dedicated professionals, contribute to the success of our business operations, and cultivate an environment that reflects our commitment to excellence and continuous improvement. If you are a results-driven leader with a passion for facilities management and building safety, we invite you to apply and make an impact at our Carrollton site.