Facilities Specialist

Facilities Specialist


Pay Rate Range: $62/hr. (W2) (DOE)

Employment Type: Contract

Duration: Approximately 2 Months

Schedule: Full-Time | Monday - Friday | 7am-4pm

Hours: 40 hours/week

Location: Palo Alto, CA

Job Code: JPC-12555


Tekberry is seeking a detail-oriented and organized Administrative Associateto support our client, a world-renowned universtiy.

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
  • 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

Education & Experience

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

Required Qualifications

• Strong analytical skills with the ability to interpret facility, space, equipment, and financial data.
• Excellent interpersonal and communication skills, with the ability to work effectively with employees, faculty, vendors, and other stakeholders.
• Demonstrated ability to manage multiple projects, priorities, and deadlines simultaneously.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Project.
• Experience managing vendor relationships, contracts, and service agreements.
• Knowledge of property administration, inventory control, purchasing processes, and receiving.
• Familiarity with hazardous materials management, chemical handling, emergency preparedness, and workplace safety practices.

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.

We need hard-working, reliable employees. If you're ready to support innovative clinical research and contribute to studies that advance patient care, we want to hear from you!

Tekberry is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. Tekberry is a certified Minority Business Enterprise (MBE) and Disadvantaged Business Enterprise (DBE).


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