Facilities Management Specialist

Salary: $21.50 - $24.00 Hourly
Location : Central Campus, Jackson, MI
Job Type: Staff, full-time
Department: Facilities
Opening Date: 06/11/2026
Closing Date: 7/9/2026 11:59 PM Eastern


Description


SUMMARY
The Facilities Management Specialist (FMS) supports operational coordination, customer service, administrative functions, maintenance planning, and Computerized Maintenance Management System (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 Facilites leadership, the Physical Plant team, Grounds, Custodial, contractors, vendors, building leads, and campus stakeholders to support the efficient operation of campus facilities and infrastructure.
The FMS assists in the 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 position also supports facilities planning initiative, maintenance scheduling, asset tracking, safety documentation, customer communications, and departmental operational processes.

This position serves as a lead customer service representative for the Facilities Department and plays an important role in advancing the College's Maroon & Gold Standards (MGS) and Human First philosophy through responsive service, proactive communication, relationship building, and operational stewardship. The FMS is expected to foster positive and collaborative working relationships with campus building leads, departments, vendors, contractors, and other stakeholders through professionalism, approachability, timely follow-up, and consistent customer support.

The successful candidate must demonstrate a strong customer focus, commitment to prompt and professional responses, attention to detail, technical aptitude, organizational skills, and the ability to proactively identify and resolve operational concerns in a fast-paced environment. The position is expected to help create a responsive, organized, service-oriented operational culture aligned with the College's mission, values, and commitment to service excellence. These functions are performed by the duties outlined below.
Essential Functions
ESSENTIAL DUTIES AND RESPONSIBILITIES included the following. Other duties may be assigned.
• The FMS reviews manufacturer's operation manuals to determine optimum frequency of preventative maintenance and implements plans based on those standards.

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, customer 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 assist in determining 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.

CONTACTS AND PURPOSE OF CONTACTS

Internal: Frequent contact with employees for all campuses and daily contact with team leaders in the facilities area and department personnel. Regular contact with business office personnel regarding purchasing and payables.

External: Regular contact with suppliers, contractors, and vendors

Minimum Qualifications
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:

Minimum
• Associate's degree or demonstrated professional experience in the field.
• Facilities systems management software
• Experience in coordinating facilities work
• Advanced features within Microsoft
• illustration tools (i.e. Visio, etc.)
• 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 skills trainings 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

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job requires that the employee is occasionally needed to work a flexible schedule to include some weekend and evening work. The work schedule is determined by coordinating/weighing the available technical and labor resources against prioritized work requests and pre-planned special events. Work may be required during scheduled implementations and unscheduled system failures.

"This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required and shall not be construed as declaring the specific duties and responsibilities. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his or her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are similar kind of level of difficulty

Supplemental Information
Jackson College only accepts on-line applications though this system. For assistance with this, please call View phone number on click.appcast.io.

Please use your legal first and last names on your application. If you are hired, you will have the opportunity to identify and utilize your preferred name.

The Jackson College Nepotism policy prohibits hiring of a relative or someone with a familial relationship to work in the same instructional department, office or administrative unit of the College including spouse, child, stepchild, parent, stepparent or sibling of the employee or spouse, aunt, uncle, niece/nephew, grandparent, grandchild, and members of the same household including domestic partner.

It is important that your application show all the relevant education and experience you possess (even if you are repeating it from your resume or cover letter). For instance, do not say, "See Resume or C/V." Your resume, cover letter, and if a degree is required an unofficial transcript must be attached to your application. Applications will be rejected if incomplete.

When you apply for the position, you will get to the document upload area where you will be given an opportunity to attach your documents such as your vita, transcripts, etc.. Instructions will also be found there.

The College reserves the right to request proof of degree or certification at a later date if these documents are required as part of the qualifications for the position.


Final candidates will be subject to a criminal background as part of the employment process.

If selected you will be required to complete the US Citizenship and Immigration Services, Employment Eligibility Verification form I-9 and provide documentation verifying identity and eligibility to work in the United States. Jackson College is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.

Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three (3) working days prior to the date of need.

A copy of Jackson College's is available on the JC Campus Safety & Security website. The security report contains crime statistics for the previous three years for all of our campus locations and the annual fire safety report, which contains statistics for any reported fires in campus housing units and fire safety systems in these buildings. Additionally, the report contains policies, available resources and information concerning personal safety, fire safety and reporting procedures for both crimes and fires.

Applicants have rights under Federal employment . Jackson College is an Equal Opportunity Employer that actively supports workforce diversity.
Jackson College provides a generous benefit package to full-time staff that includes: medical, dental, vision, employee life/AD&D, optional life for employee and family, long and short-term disability,and travel insurances; personal illness, personal, bereavement and vacation leaves; tuition reimbursement and waivers; 16 paid holidays; and retirement plans. Details are available on the
01


How would you describe your experience using a Computerized Maintenance Management System (CMMS)?

• No Experience
• Limited Experience (Entered work orders only)
• Regular user (work orders, updates, and reporting)
• Advanced user (workflow management, reporting, asset tracking)
• System administrator

02


This position is located in Jackson, MI at our central campus. Do you live within a commutable distance, or are you willing to relocate prior to starting work?

• Yes
• No

03


Which of the following best describes your highest completed degree?

• Doctoral Degree
• Master's Degree
• Bachelor's Degree
• Associated Degree
• High School Diploma/ GED/ Certifications

04


How many years of experience do you have supporting facilities, maintenance, physical plant, or building operations?

• No Experience
• Less that 1 year
• 1-2 years
• 3-5 years
• more than 5 years

05


Which best describes your experience coordinating maintenance or service requests?

• No Experience
• Submitted requests only
• coordinate requests for a single department
• coordinated requests across multiple departments or buildings
• managed high volume work order system and service workflow

Required Question