Facilities Operations Specialist

Facilities Operations Specialist

The Facilities Operations Specialist supports day-to-day workplace and facilities operations across a growing technical campus environment. This role is responsible for coordinating facility services, vendor activities, operational processes, and project-related administrative functions that support site operations and campus growth.

The position interfaces with Engineering, IT, EHS, Lab Operations, Manufacturing, and external service providers to help ensure operational continuity, workplace readiness, and successful execution of facility and infrastructure initiatives. This role combines operational coordination, project support, and process improvement activities to help scale facilities and workplace operations across multiple sites.

Responsibilities

• Coordinate and support day-to-day workplace services, maintenance activities, infrastructure support, and general site operations.
• Track and coordinate vendor activities including HVAC, electrical, plumbing, fire/life safety, janitorial, and other facility service providers.
• Assist with operational readiness planning, space coordination, workplace logistics, and site support activities.
• Maintain operational documentation, procedures, trackers, reporting tools, and facility records.
• Coordinate vendor relationships, service agreements, contract renewals, compliance requirements, and performance tracking.
• Support budgeting activities including purchase order processing, invoice reconciliation, spend tracking, and accrual reporting.
• Assist with vendor onboarding, procurement activities, bid coordination, and scope-of-work management.
• Support planning and execution of facility-related projects including construction, renovations, infrastructure upgrades, workplace moves, and equipment installations.
• Track project schedules, milestones, action items, risks, and deliverables while supporting project team coordination.
• Coordinate contractor logistics, site access requirements, shutdown communications, and operational impacts associated with project activities.
• Maintain project documentation including drawings, submittals, closeout packages, and project reporting.
• Support workplace services including office operations, pantry services, catering coordination, janitorial services, and employee support activities.
• Assist with workplace communications, service improvement initiatives, and operational consistency across sites.
• Identify opportunities to improve operational processes, workflows, reporting tools, and coordination practices.
• Provide general facilities and workplace support as required, consistent with overall site needs.

Qualifications

• 4+ years of experience in facilities coordination, workplace operations, lab operations, project coordination, construction administration, or related operational roles.
• Experience supporting technical battery labs, manufacturing, industrial, or R&D environments preferred.
• Familiarity with facility infrastructure systems and service providers, including HVAC, electrical, plumbing, fire/life safety, and general building operations.
• Experience coordinating vendors, contractors, and cross-functional stakeholders.
• Experience supporting budgets, purchase orders, invoice processing, contract administration, and operational reporting.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Strong communication and stakeholder management skills.
• Proficiency with Google Workspace, Microsoft Office, CMMS systems, and project management tools.
• Experience developing or improving operational processes, procedures, and reporting systems preferred.

Physical Requirements

• Ability to lift and carry up to 50 lbs
• Ability to stand, walk, bend, stoop, reach, and climb stairs.
• Ability to operate carts, hand trucks, and basic facility equipment.
• Ability to work safely around warehouse, production, and testing areas.

This role is expected to provide support for occasional after-hours facility needs, including emergency response, vendor oversight, maintenance activities, and operational issues that may arise outside of normal business hours. Flexibility to support evenings and weekends, as needed, is required.