Facilities Operations Specialist

Facilities Operations Specialist

The Facilities Operations Specialist is responsible for owning and delivering end-to-end facilities operations, vendor management, and operational support functions. This role provides advanced operational oversight, ensuring service delivery meets defined KPIs and SLAs while maintaining high standards of customer service, compliance, and efficiency. The position requires a proactive, detail-oriented professional who can independently manage multiple priorities, drive accountability with vendors and internal stakeholders, and ensure consistent execution of facilities operations with minimal supervision. This role is accountable for tracking and reporting on KPI and SLA performance, ensuring consistent service delivery outcomes and continuous operational improvement.

Essential Functions and Responsibilities

• Operate facilities vehicles and equipment, including a box truck and electric pallet jack, to support material movement, deliveries, and logistics operations
• Manage on/off boarding administration for United States and Canada
• Manage the end-to-end procurement process for facility maintenance and supplies, from creating purchase requisitions and purchase orders (POs) to attaching invoices for payment processing within SLA timelines
• Manage and resolve customer inquiries, concerns, and service requests
• Manage and oversee vendor performance for service and repairs of equipment
• Administer company applications including FAMIS360, Releezme (locker maintenance), Cove, and Fitness on Demand
• Manage work orders end-to-end, ensuring timely completion and SLA adherence
• Perform and document monthly AED readiness checks with 100% compliance and accurate reporting in the required portal
• Oversee event set-ups and resets to ensure alignment with business requirements and service standards
• Process incoming and outgoing mail, including international shipments, using 2ship system

Key Competencies

• Communication Proficiency (oral and written)
• Customer Focus
• Initiative
• Sense of Urgency
• Multi-Tasking
• Detail Oriented
• Financial Knowledge
• Time Management Skills
• Team Orientation

Important Education

• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelors degree in facilities management, building, business or other related field preferred

Important Experience

• A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity
• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications
• Previous customer service experience
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred

Additional Eligibility Qualifications

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes
• Proficient in understanding management agreements and contract language
• Working knowledge of computer software programs and base building systems
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment
• Excellent interpersonal skills
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.

AAP/EEO STATEMENT

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.