Facilities Operations Specialist 3

Headquartered in Colorado Springs, Colorado, Focus on the Family has nearly 700 employees who work to achieve the mission of enriching the lives of families, engaging the culture, advocating for life and spreading the Gospel of Jesus Christ. The work is meaningful, the culture is rewarding, and the purpose is eternal.


The Facilities Operations Specialist III position exists to own work order system administration, is essential in property management, provides high level issue response and unites the team around priorities. Requires a strong understanding of office and workplace safety management. The right fit in this position is someone who has a strong understanding and experience in building systems, works both at a high level as well as in the details, and is ready to embrace both the relational and technology challenges. The Facilities Administration Specialist III has a mastery of a work order systems, process flow, prioritization, and can easily navigate and train the technical aspects of building system controls. Requires minimal supervision and refers questionable matters to Manager.

Essential Duties/Responsibilities:
Work Order and Service Administration:
• Primarily liaison for task and project needs of the ministry, tenants, and the Facilities staff
• Administrator of the work order system for communication, tracking, and measurements to ensure all work is complete to satisfaction and in a timely manner
• Gathers requirements for all ministry and tenant work requests from tasks to projects
• Ensures requirements are clearly communicated to management, technicians and/or contractors to ensure accurate completion of projects
• Punch-list staff and tenant work requests ensuring that the ministry and tenants receive a quality product
• Takes leadership role in construction and workplace safety program
• Maintains OSHA and safety Certifications as needed for the role
• Builds and maintains safety, inspection, and preventative maintenance calendars in work order system and Outlook. Communicates timelines, results, and recommendations to appropriate leadership
• Partners with leadership on work order prioritization to improve customer service and team efficiency
• Uses work order system to manage inventory, assets, reorder points, and track spending costs by building and tenant
• Owns fixed assets tracking, equipment maintenance schedules, and recommends repair/replacement schedules for clear actionable reporting and decision making
• Builds a staff network across the ministry and all tenants who are trained in the work order system. Ensures maintenance needs are completed in a timely manner and captured in the work order system
• Develops an ongoing review cycle of all contractors to support management. Ensures quality contractors and contracts for all trades
• Actively pursues a partnership with the purchasing team to ensure ministry policies are followed while ensuring that the contractor and work accomplished represent the required performance and quality
• Is responsible to submit purchase requisitions and maintain an organized file of vendor quotes and contracts
• Presents scope and work requirements to Facilities manager and/or supervisor. Ensures that all completed work is in accordance with the scope and work requirements prior to paying contractorsParticipates with Security on accurate campus key inventory and map while ensuring that the work order key distribution tables are up to date
Tenant / Property Management:
• Primary point of contact for all on-site tenants for any service needs or contract questions
• Operates as Tenant Services Specialist by evaluating monthly projects and services. Prepares and provides monthly tenant billing to Finance or as needed. Tracks and reconciles monthly expenses and present billing quarterly to tenants
• Tracks all tenant direct and tenant share (NNN) expenses. Monthly and in a timely manner provides invoicing detail to the accounting team
• Creates regular tenant informational emails as well as communicating any campus or building related news
• Evaluates contracts and amendments. Develops and maintains an understanding of contract changes and the implications of monthly charges and service levels for each tenant
Tier 1 Service Response:
• Is responsible for level 1 diagnostic support for HVAC, Lighting, Irrigation, and Fire systems. Able to perform computer-based adjustments
• Speaks into IoT strategy and settings to meet comfort, safety, and cost goals
• Reviews all work requests in a timely manner from both staff or tenants and provide the initial response for any adjustments needed in the building controls
• Highly proficient in Building Automation Systems, setting parameters, contributing to strategy, managing impact to utilities, and giving