Facilities Specialist

Facilities SpecialistWe are seeking a highly organized and operationally driven Facilities Specialist to support facilities operations across a large, multi-location retail environment. This role is responsible for managing high-volume work orders, coordinating vendor activity, and ensuring all locations meet safety, maintenance, and operational standards.This position plays a critical role in maintaining business continuity by minimizing downtime, controlling costs, and ensuring that service execution aligns with established service-level agreements (SLAs). The ideal candidate demonstrates excellent communication skills, AI proficiencies, strong decision-making abilities, and thrives in a fast-paced, high-accountability environment.This role participates in a structured on-call rotation to support after-hours and emergency maintenance needs, ensuring continuity of operations across the portfolio.Key ResponsibilitiesWork Order & Maintenance ExecutionManage and triage facilities work orders across multiple locations using a CMMS platformPrioritize and assign corrective and preventative maintenance to ensure SLA complianceMonitor work order lifecycle, ensuring timely, accurate, and complete service deliveryMake judgment calls on routing work to internal resources vs. external vendorsCoordinate rapid response to emergency maintenance issues to minimize operational disruptionVendor Management & SourcingCoordinate vendors for repairs, preventative maintenance, and emergency service requestsSource and onboard qualified local vendors to ensure strong regional coverageSolicit, evaluate, and negotiate competitive bids aligned with scope and budgetTrack vendor performance, service quality, and completion timelinesMaintain and continuously update vendor database and compliance recordsFinancial Oversight & Cost ControlMonitor facilities-related expenses and support budget tracking across assigned locationsReview and approve vendor quotes with a strong understanding of scope and cost driversAudit and reconcile vendor invoices to ensure accuracy and alignment with services performedDrive cost-effective decision-making without compromising service qualityIdentify cost-saving opportunities and recurring expense trendsCompliance, Reporting & Asset ManagementMaintain accurate records of assets, service history, and maintenance activity within CMMSEnsure compliance with OSHA standards, safety regulations, and company policiesIdentify recurring facility issues and support implementation of preventative maintenance solutionsTrack and report on KPIs, including SLA performance, vendor effectiveness, and work order completion ratesStakeholder Communication & SupportServe as a primary point of contact for field teams regarding maintenance requests and status updatesPartner with field leadership to address urgent facility needs and operational prioritiesSupport new store openings, relocations, and remodel projects from a facilities standpointProvide clear, timely communication to internal stakeholders and leadership