Facilities Support Specialist

Facilities Support Specialist

The Facilities Support Specialist provides legendary Customer Service in a dual-function role, delivering administrative support to Corporate Facilities Leadership while serving as a key operational partner for Facilities Teams and Maintenance Technicians. They'll support day-to-day operations by coordinating meetings and travel, managing communications, and assisting with workforce processes, including timekeeping, payroll tracking, onboarding and offboarding, and labor-related documentation. This role helps ensure consistency, accuracy, and compliance across union and non-union Employees while partnering closely with Facilities, Payroll, Labor Relations, and other Teams, bringing strong attention to detail and organizational discipline to support reliable execution. The Facilities Support Specialist is a proactive problem solver who takes ownership, anticipates needs, and supports Team culture through engagement activities, while driving collaboration and efficiency that enable Leaders and Technicians to stay focused on daily operations.

Responsibilities:

• Provide comprehensive administrative support to Corporate Facilities Directors or Leadership, including calendar management, meeting coordination, travel arrangements, and expense reporting
• Plan and facilitate Corporate Facilities meetings by preparing agendas, coordinating logistics and catering, capturing notes, and tracking follow-up actions
• Draft, edit, and distribute correspondence, presentations, reports, and communications using approved Company formats and the Southwest Writing Style Guide
• Serve as an administrative liaison supporting Facilities Teams, including union and non-union Employees, in partnership with Corporate Facilities leadership and Labor Relations
• Administer and track union postings, bids, seniority records, correspondence, and documentation to support compliance with applicable Collective Bargaining Agreement (CBA) requirements
• Coordinate onboarding and offboarding activities for Corporate Facilities employees, including both union and non-union employees, ensuring required notifications, system transactions, and documentation are completed accurately
• Manage and monitor Corporate Facilities payroll and timekeeping activities, including attendance, overtime, PTO, and on-call scheduling, in partnership with Payroll and internal stakeholders
• Manage Corporate Facilities travel coordination and shared mailboxes, including vendor, contractor, and employee travel requests, ensuring timely responses, accurate documentation, and compliance with Company guidelines
• Review and validate timekeeping and workforce data across Facilities teams, resolving discrepancies and maintaining accurate system records within Workday and supporting tools
• Collaborate cross-functionally with Labor Relations, Legal, Payroll, People, and Corporate Facilities leadership to resolve workforce issues and support compliant operations
• Support Corporate Facilities reporting, policy updates, and handbook maintenance, and special projects aligned to Corporate Facilities Priorities and Vision
• May perform other job duties as directed by Employee's Leaders

Knowledge, Skills and Abilities:

• Knowledge of administrative and records-management practices.
• Knowledge of union environments, Collective Bargaining Agreements, and labor-related documentation.
• Skilled in delivering high-quality Customer Service to Leaders, Technicians, and Facilities team members.
• Skilled in organizing, reviewing, and maintaining payroll, timekeeping, and workforce documentation.
• Skilled in using Microsoft Outlook, Word, Excel, PowerPoint, Teams, and learning internal systems such as Workday, QuickBase, and CMMS tools.
• Ability to communicate clearly and professionally in written and verbal formats.
• Ability to manage multiple priorities, meet deadlines, and adjust to changing business needs.
• Ability to handle confidential, sensitive, and labor-related information with discretion.
• Ability to think strategically while executing tasks accurately and consistently.
• Ability to maintain accuracy and strong attention to detail while managing competing priorities and time-sensitive requests

Education:

• Required: High School Diploma or GED

Experience:

• Required: Entry level experience, developing skills and knowledge in:
• Administrative support or Customer Service
• Preferred: Experience ensuring accurate timekeeping and payroll activities, including identifying and resolving discrepancies
• Preferred: Knowledge of union environments, Collective Bargaining Agreements, and labor documentation

Physical Abilities:

• Ability to perform work duties from limited space work station/desk/office area for extended periods of time
• Ability to communicate and interact with others in the English language to meet the demands of the job
• Ability to use a computer and other office productivity tools with sufficient speed and accuracy to meet the demands of the job
• Ability to lift and/or pull medium weight loads (approx. 25-50 lbs) on occasion

Other Qualifications:

• Must maintain a well-groomed appearance per Company appearance standards as described in established guidelines
• Must be a U.S. citizen or have authorization to work in the United States as defined by the Immigration Reform Act of 1986
• Must be at least 18 years of age
• Must be able to comply with Company attendance standards as described in established guidelines
• Ability to work in an on-call environment and flexible work schedule to support the needs of the business as needed

Pay & Benefits:

Competitive market salary from $63,700 - $70,800* depending on qualifications and experience. For eligible Leadership and individual contributor roles, additional bonus opportunities are available and awarded at the discretion of the company.

Benefits you'll love:

• Fly for free, as a privilege, on any open seat on all Southwest flights (your eligible dependents too)

• Southwest will help fund your Retirement Savings Plan with Company contributions up to 9.3% of your eligible earnings**

• Potential for annual Profit Sharing contribution in the Southwest Retirement Savings Plan- when Southwest profits, you profit***

• Competitive health insurance for you and your eligible dependents (including pets)

• Southwest offers health plan coverage options that start from the very first day of employment. You will have 30 days to select and enroll in your health plan with coverage retroactively available to your first day of employment.

• Explore more Benefits you'll love:

*Pay amount does not guarantee employment for any particular period of time.

**401(k) match contributions are subject to Retirement Savings Plan vesting schedule and applicable IRS limits

***ProfitSharing contributions are subject to Retirement Savings Plan vesting schedule and are made at the discretion of the Company.

Southwest Airlines is an Equal Opportunity Employer. Please print/save this job description because it won't be available after you apply.