Facilities Management Specialist

SUMMARY Facilities Management Specialist (FMS) supports operational coordination, customer service, administrative functions, maintenance planning, and 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, Physical Plant team, Grounds, Custodial, contractors, vendors, building leads, and campus stakeholders to support efficient operation of campus facilities and infrastructure. The FMS assists in 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 FMS also supports facilities planning initiatives, maintenance scheduling, asset tracking, safety documentation, customer communications, and departmental operational processes. The position serves as a lead customer service representative, fostering positive relationships, responsive service, proactive communication, and operational stewardship, aligning with the College’s Maroon & Gold Standards and Human First philosophy. The FMS must have strong customer focus, prompt professional responses, attention to detail, technical aptitude, and organizational skills to resolve operational concerns in a fast‑paced environment. ESSENTIAL DUTIES AND RESPONSIBILITIES 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, 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 determine 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. 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: Associate’s degree or demonstrated professional experience in the field. Facilities systems management software. Experience in coordinating facilities work. Advanced features within Microsoft applications. Illustration tools (e.g. Visio). Helpdesk software (current apps and versions). Knowledge of database management. Preferred Experience in School Dude or Brightly Software. Five years of experience in facilities operations. Project management methods and terminology. Project management software (MS Project). IFMA Certification or related skills training and practices. OSHA, MIOSHA, and fire and safety regulations. Knowledge of online management tools. Room resource scheduling software. Skills and Ability to: Interpret and manage facilities, maintenance, operational, and technical information related to campus infrastructure and equipment. Read and interpret equipment manuals, blueprints, construction specifications, maintenance records, and applicable codes and regulations. Support preventative maintenance, deferred maintenance, lifecycle planning, operational tracking, and facilities coordination initiatives. Work with departmental budgets, purchasing processes, procurement procedures, financial tracking systems, and operational records. Deliver excellent customer service through responsive communication, professionalism, proactive relationship building, and effective follow‑through. Build collaborative working relationships with campus departments, building leads, vendors, contractors, and stakeholders. Manage multiple priorities, deadlines, interruptions, and operational requests in a fast‑paced environment. Demonstrate strong organizational, interpersonal, written, verbal, customer service, and problem‑solving skills. Maintain accurate records, financial documentation, confidential information, and electronic files while applying applicable College policies and regulatory requirements. Work independently and collaboratively while supporting a diverse campus community and maintaining a commitment to professionalism, service excellence, operational stewardship, and the College’s Human First philosophy. Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers, and the general public. Excellent verbal, listening, questioning, and writing abilities are essential to this position. Mathematical Skills Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Reasoning Ability Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Licensure, Certification, Registration or Other Requirements Must have a valid driver’s license. Physical Demands While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Work Environment This job may require occasional flexible scheduling, including some weekend and evening work. The work schedule is determined by balancing available technical and labor resources against prioritized work requests and planned special events. Work may be required during scheduled implementations and unscheduled system failures. EEO STATEMENT Jackson College is an Equal Opportunity Employer that actively supports workforce diversity. #J-18808-Ljbffr