Facilities Specialist

Facilities Specialist

Tekberry is seeking a detail-oriented and organized Administrative Associate to support our client, a world-renowned university.

Serve as the primary contact for facility operations, maintenance, safety, and space management activities across assigned buildings. This role ensures facilities are safe, functional, efficient, and well-maintained while coordinating vendors, projects, budgets, and building services.

Key Responsibilities

• Facility Operations & Maintenance
• Serve as the primary point of contact for facility maintenance and operational issues.
• Submit, track, and manage maintenance work orders through completion.
• Manage maintenance, repair, and renovation budgets.
• Coordinate and oversee routine services, including custodial and waste management, utilities, landscaping and grounds maintenance, pest control, building inspections, security and alarm systems, and facility equipment and infrastructure.
• Monitor service performance and identify opportunities for improvement.
• Conduct facility condition assessments and evaluate building, equipment, and maintenance needs.
• Develop and manage preventive maintenance plans.
• Analyze utility usage and recommend efficiency and cost-saving improvements.
• Coordinate, inspect, and manage the work of contractors and service providers.
• Implement operational improvements to increase efficiency, reduce costs, and enhance facility performance.
• Coordinate maintenance activities to minimize disruption to building occupants and events.
• Property Administration
• Maintain facility records, inventories, and asset tracking systems.
• Complete equipment tagging, data entry, and inventory management activities.
• Process purchase orders, receive goods and services, and maintain related documentation.
• Gather and analyze facility data to support space planning and allocation decisions.
• Security & Building Access
• Administer facility security and access control programs.
• Manage building access, key distribution, and access records.
• Assess and recommend improvements to security systems, including cameras, alarms, and controlled-entry infrastructure.
• Review and adjust building access schedules as needed.
• Project Coordination
• Support departmental facility projects and initiatives.
• Serve as a liaison between stakeholders, contractors, and service providers.
• Coordinate small-scale facility projects, including planning, scheduling, budgeting, and implementation.
• Safety & Compliance
• Identify, investigate, and resolve workplace safety concerns.
• Perform root cause analyses and track corrective actions.
• Manage chemical inventories, hazardous waste disposal, and regulatory compliance.
• Develop and deliver facility safety training and new employee orientations.
• Support emergency preparedness, business continuity, and recovery planning.
• Ensure compliance with safety procedures and environmental regulations.
• Communications & Technology Support
• Coordinate building communication and technology services.
• Serve as a liaison for network, desktop support, telecommunications, and related services.
• Communicate building updates, alerts, and notifications to occupants.
• Oversee mail, shipping, and delivery services.
• Space Planning & Move Management
• Coordinate office and laboratory moves with minimal disruption to operations.
• Maintain space inventories and occupancy data.
• Track space allocations and utilization.
• Coordinate workspace layouts and building setups.
• Support capital improvement and facility renewal projects as assigned.
• Recommend solutions to optimize space utilization.
• Leadership
• May supervise and provide direction to facilities support staff, contractors, and service providers.

Minimum Qualifications

• Bachelor's degree and at least five years of progressively responsible facilities management experience, or an equivalent combination of education and experience.

Working Conditions

• Combination of office, laboratory, and facility environments.
• Regular use of computers and standard office equipment.
• Frequent standing and walking throughout facilities.
• Occasional climbing, bending, reaching, lifting, carrying, pushing, or pulling up to 20 pounds.
• May occasionally work at heights or in areas with elevated noise levels.
• Valid driver's license may be required.
• Participation in an on-call rotation or availability to respond to facility emergencies outside normal business hours may be required.