WHAT DOES A FACILITIES SPECIALIST DO?
Published: Mar 5, 2025 - The Facilities Specialist oversees maintenance programs for plant utilities and building infrastructure, manages service contracts, and ensures compliance with state and cGMP requirements. Implements and monitors preventative and corrective maintenance across various phases, ensuring cost-effective facility repairs and adherence to budgetary constraints. Develops SOPs, manages facility equipment operations, and coordinates emergency responses to maintain optimum operations and compliance.
A Review of Professional Skills and Functions for Facilities Specialist
1. Facilities Specialist Duties
- Systems Coordination: Coordinating and administering the computer-aided facilities work request system (CAFM)
- Resource Management: Assignment of resources, communication with internal customers on request status and follow-up
- Security Administration: Administering security access badges and photo IDs, which includes the production and distribution of photo IDs
- Database Maintenance: Maintenance of system database, audits and reports, ordering of supplies
- Vendor Coordination: Coordination of system maintenance with supporting vendor
- Program Support: Supporting program(s) with quarterly updates for roll call rosters and team member lists
- Emergency Support: Supporting the incident commander during emergency drills and situations
- Project Coordination: Providing hands-on support and coordination for internal Facilities projects
- Project Management: Adds/Moves/changes and duties as assigned related to larger Facilities projects
- Invoice Processing: Processing invoices for products and services
- Contract Administration: Administering and monitoring vendor contracts and agreements, including Certificates of Insurance and Non-Disclosure agreements
- Audit Assistance: Assisting with annual key and security card key audits
- Records Management: Monitoring offsite records storage program including box deposits, retrievals, and annual destruction
- Reporting: Preparing metrics reports from Centerstone and Softwrench
2. Facilities Specialist Details
- Remote Management: Experience managing multiple commercial properties remotely
- System Management: Manage the work order system, including adding/changing new properties and dispatching work orders, pulling charge and maintenance reports
- Communication: Handle phone calls regarding various issues, dispatch vendors as needed for routine/urgent and emergency work, and communicate with clients
- Contracting: Soliciting and engaging a contractor for property maintenance
- Accuracy Assurance: Ensure prompt and accurate preparation and completion
- Contract Administration: Manage contracts/letters of agreement, certificates of insurance, and W-9s for vendors
- File Maintenance: Maintain and establish vendor files
- Correspondence Writing: Write correspondence on various matters about the portfolio
- Invoice Processing: Code and process all invoices in Yardi/Physician
- Reporting: Assemble monthly reporting and billing
- Inspection Analysis: Review and analyze property inspections and photos for proactive and reactionary maintenance
3. Facilities Specialist Responsibilities
- Inventory Management: Took weekly inventory of all office, beverage, and snack supplies and provided an order list to the facilities coordinator
- Area Maintenance: Maintain all storage areas in a clean and orderly fashion
- Cleaning: Thoroughly wipe down and clean all kitchen surfaces and appliances
- Mail Handling: Collect daily mail and consolidate to prepare for pick-up
- Reception: Greet vendors and deliver packages to the appropriate employee or department
- Supply Distribution: Distribute office supply orders according to incoming requests
- Resource Management: Maintain paper supplies for all copy areas, fully load all printers and copiers
- Move Assistance: Assist Help Desk with office moves
- Waste Management: Check for full shred bins and remove and replace them with empty bins
- Work Order Management: Work with facilities coordinator to timely and accurately complete incoming work orders and reply to facility requests
- Project Assistance: Assist facilities coordinator with special projects
4. Facilities Specialist Accountabilities
- Program Oversight: Oversee maintenance programs for all plant utilities and building infrastructure.
- Contract Management: Manage contract service providers, renewal of existing contracts, scheduling, coordination.
- Regulatory Compliance: Ensure all work and documentation is performed in accordance with state/local and cGMP requirements.
- Cost Monitoring: Assess and monitor facility repairs to ensure cost-effectiveness.
- Maintenance Implementation: Implement and monitor all phases of preventative and corrective maintenance, construction, and project management.
- Budget Compliance: Comply with budgetary constraints.
- Operations Monitoring: Assess and monitor facility equipment and operations, including emergency standby equipment and operations, to ensure optimum operation.
- Emergency Monitoring: Monitor emergencies, including equipment breakdowns, malfunctions, and alarm calls.
- SOP Development: Developed and improve facilities and engineering SOPs, ensuring compliance with cGMP requirements.
- System Management: Be responsible for the initiation and completion of deviations, CAPAs, and change controls for utility and building systems.
- Equipment Oversight: Oversee and coordinate installation, operation, maintenance and repair of equipment, electrical, gas, air, and/or water installations.
- Strategy Development: Develop and manage robust operations and maintenance strategy, including preventative maintenance and spare parts inventory.
- Improvement Assessment: Assess areas for continuous improvement.
- Management Consulting: Make recommendations to Management to resolve maintenance issues and operations improvement.
5. Facilities Specialist Functions
- Maintenance Support: Support preventive and corrective maintenance program efforts, including the transition to a more robust computer-based maintenance management system for properties.
- Repair Performance: Perform maintenance and/or repairs of facilities and equipment via in-house resources or by serving as the focal point for contracted efforts.
- HVAC Maintenance: Maintain HVAC systems via a coordinated combination of hands-on attention and contracted support, demonstrating proficiency with HVAC controls.
- Project Management: Act as the general contractor for selected facilities projects, performing functions such as soliciting and evaluating bids, reviewing work efforts, and managing cost and schedule.
- Supplier Interface: Serves as an interface with outside system suppliers, including security, fire suppression, and HVAC.
- Supply Organization: Organize shop and facility supplies to promote workplace efficiency, coordinating with other shop personnel.
- Facilities Assistance: Assist with the definition and expansion of Blue Origin facilities support amid a period of rapid growth and pursuit of ambitious goals.
- Equipment Coordination: Coordinate with project leads for the mobilization and demobilization of equipment.
- Supplier Coordination: Coordinate with outside suppliers for the rental or purchase of equipment.
- Technical Support: Provide general technical and mechanical support on an as-needed basis.
- Material Sourcing: Source, order, and confirm receipt of materials to support project completion.
- Resource Acquisition: Help identify and acquire outside resources necessary for project support.
- System Monitoring: Contribute to facilities team awareness of infrastructure and system status by highlighting discrepancies and areas of increased risk.
- Improvement Support: Support continuous improvement initiatives within Blue Facilities and in coordination with other company stakeholders.
6. Facilities Specialist Job Description
- Budget Management: Manage the budget associated with the building, including any related contracts.
- Operations Oversight: Oversee building operations issues with the landlord, including HVAC, restrooms, landscaping, parking lot issues/concerns, etc., and share all building-related communications.
- Facilities Management: Managed the functions of the mail and file room, including incoming and outgoing mail, processing invoices for truckload freight, and mailroom vouchers and expense reports.
- Event Facilitation: Facilitates building events, including coordination/planning, communication, and execution.
- Supervision: Supervise office renovations and office moves for the building and maintain relationships with vendors and contractors.
- Program Administration: Administer the building key access program.
- Storage Management: Manage the off-site storage units for the building.
- Vendor Oversight: Oversee the relationship and activities of the building’s cleaning company.
- Vendor Management: Manage building vendors such as coffee and plant services.
- Repair Work: Perform repairs on drywall, paint, doors, locks, and hardware.
- Maintenance: Perform mechanical, lighting, and plumbing repairs.
- Equipment Testing: Complete testing of facilities equipment like generators and fire protection systems.
- Data Center Optimization: Deploy, support, and optimize highly scalable, fault-tolerant data centers.
- Solution Optimization: Optimize new and already provisioned solutions for availability, scalability, security, and cost.
- Innovation Leadership: Drive adoption of validated solution templates across the organization.
- Problem Solving: Challenge the status quo and seek new and better ways of solving technical problems.
7. Facilities Specialist Overview
- Vendor Coordination: Works with vendors to schedule repairs on company property to maintain equipment in accordance with established department procedures, schedules, and company guidelines.
- System Inspection: Inspecting and maintaining building HVAC, electrical, mechanical, plumbing, audio/visual, life safety, and security systems in Myokardia facilities.
- Repair Coordination: Coordinate repairs and installation of machinery and equipment used in building systems such as pumps, generators, security devices, office partitioning, doors, and windows.
- Project Planning: Planning, scheduling, and coordinating the acquisition of required resources and materials for large-scale building system repairs, installations, or maintenance projects.
- Emergency Response: Address building emergencies such as plumbing, HVAC, Mechanical systems, building health, etc.
- Lease Management: Act as interface with property management and ensure lease compliance.
- Resource Coordination: Planning, scheduling, and coordinating the acquisition of required resources and materials for large-scale building system repairs, installations, or maintenance projects.
- Maintenance Improvement: Work with department employees on improving and updating preventative maintenance procedures.
- Program Administration: Administers and supervises the predictive and preventative maintenance programs.
- Budget Management: Responsible for the annual operating budget.
- Compliance Assurance: Ensure employees' work is compliant with all safety codes and follows the objectives, physical requirements, parameters, and constraints of the project, including not only the user's functional needs but also health and safety, operation, maintenance, energy efficiency, quality standards, contextual issues, and aesthetics.
- Department Collaboration: Works closely with other departments and administration, negotiates priorities, makes job assignments, and places orders for materials, furnishings, supplies, and equipment.
8. Facilities Specialist Details and Accountabilities
- Request Monitoring: Monitored incoming requests and assigned to team members with minimal errors.
- Training Assistance: Assist in training newer employees.
- Scheduling: Schedule at or above average percentage of shift work orders.
- Project Development: Develop project scope, goals, deliverables, resources, budget, and timing.
- Request Forwarding: Forward work requests to assigned Project Manager.
- Vendor Communication: Clearly communicate expectations to vendors.
- Follow-Up: Follow up with team members regarding the status of open projects/work requests.
- Client Communication: Communicate with client(s) regarding status and results.
- Mediation: Act as a mediator between clients and vendors.
- Tracking: Track and report on project/work requests throughout the time span of project(s).
- Tool Development: Develop tools and best practices for execution and project management on project(s).
- Archiving: Archive any and all project(s), document(s), and photos.
9. Facilities Specialist Tasks
- Inspection Coordination: Conduct routine, periodic, or special inspections to determine repair and maintenance work necessary to prevent breakdowns of office facilities machinery and equipment.
- Equipment Testing: Test, inspect, and troubleshoot facilities and/or office equipment issues.
- Specification Compliance: Use work specifications to ensure accuracy and conformance to metrics and/or work orders, including validation of work performed by contract personnel.
- System Maintenance: Perform continuous operation, maintenance, and system improvements on SAM (Seating & Asset Management and Ticketing software).
- System Monitoring: Monitor the Building Management System if necessary and take the appropriate measures.
- Reporting: Run reports and prepare key performance indicators for senior management.
- Documentation Management: Create, maintain, and archive all sorts of documentation and forms online and/or offline in conformity with Roche directives, Hungarian law, and other prescriptions.
- Emergency Response: Deal with emergency issues that arise.
- Maintenance Planning: Create plans for preventive maintenance.
- Collaboration: Collaborate with customers, vendors, dedicated handymen, house technicians, the admin team, the SHE & Security and GDPR team members in support of facility initiatives, work requests, or other duties as assigned in a professional and team-oriented manner.
- Project Participation: Participate in multiple projects (such as office moving, furniture rearrangement).
10. Facilities Specialist Roles
- Facility Maintenance: Maintained the cleanliness of the facility while utilizing current best practices and with limited oversight.
- Security Monitoring: Participates in the security of the NHO campus by providing trained observation to the facility, access monitoring, document disposal, and response to alerts such as door props, alarms, denied access, and other needs.
- Vendor Escort: Escort all vendors throughout the facility to ensure compliance with security policies.
- Inventory Management: Maintain all inventories in area closets based on consumption.
- Communication: Communicates routinely with supervisor and coordinator to relay information related to inventory, maintenance, and personnel.
- Problem Identification: Identify needs/problems around the facility with a proactive approach and communicate such issues to the supervisor and to the building manager.
- Repair Work: Act as repair person (replace lightbulbs, assemble furniture, hang office artwork, etc.)
- Supply Management: Order and replace printing supplies.
- Proposal Assistance: Assist with the compiling and assembling of proposals/reports.
- Shipping Coordination: Created shipping labels and prepared packages for delivery.
- Event Support: Assist in the setup and breakdown of events and office events.