Facilities Project Specialist

Position Purpose:

The Facilities Project Coordinator supports a large and growing portfolio of over 700 warehouse facilities across the United States.  They must possess an agreeable and flexible mentality and must be comfortable with a low-bureaucracy organization where speed, adaptability, and a field-first mentality are paramount.  The role is responsible for the administrative functions necessary for repairs, maintenance, compliance, and improvements to the branch facilities and will report directly to the Sr. Facilities Manager on the Corporate Real Estate team.

Key Responsibilities:

• Collaborating with the branch facilities team in coordinating and delivering all aspects of reactive facilities maintenance by utilizing various resources to resolve issues efficiently.
• Leading the effort to clear overdue maintenance service requests.
• Dispatching and resolving reactive maintenance service requests through the effective use of the CMMS software system. Owning the dispatching process by utilizing independent judgement and making recommendations when creating, receiving, reviewing, assigning, and resolving service requests.
• Responsible for utilizing acquired knowledge of building systems, associated building system hardware, and common problems to resolve issues.
• Responsible for communicating daily with customers and vendors to ensure tasks are moving forward. Collaborating with various individuals and/or cross-functional teams within the organizational footprint.
• Support the Sr. Facilities Manager in identifying, developing, and implementing appropriate preventative maintenance, using industry standard tools and resources, to be performed on existing or new equipment.
• Identifying and managing opportunities with the Sr. Facilities Manager to increase efficiencies and standardize assets. Developing preventative maintenance procedures/check sheets for PMs. Aggregating and analyzing data as needed. Responsible for presenting recommendations for improvements.
• Managing Predictive and Preventative Maintenance through the effective use of the CMMS system to identify and monitor KPIs. Monitoring and updating the CMMS system to reflect an accurate inventory and history of assets throughout their life cycle including, but not limited to: HVAC and HVAC controls, roofing systems, fire suppression systems, elevators, plumbing and electrical assets.
• Reviewing and tracking work performed by outside contractors to meet safety, cost, and completion deadlines. Communicating and developing objectives, scopes of work, and timelines in consultation with internal customers, vendors, and the Sr. Facilities Manager.
• Responsible for managing Life/Safety preventative maintenance and corrective work to ensure exit and egress lighting, extinguishers, fire alarm and sprinkler systems are in proper working condition.
• Responsible for monitoring, answering, and dispatching incoming Facilities Service Requests via the CMMS software and the Facilities shared email.
• Maintaining the CMMS software.
• Creating, maintaining, and printing weekly and monthly reports utilizing the CMMS software.
• Creating and maintaining accurate vendor lists and updating standards binders for finishes.
• Keeping the internal shared drive orderly and up to date.
• Assisting with location surrenders.
• Verifying, submitting, and tracking invoices.

Skills and Abilities:

• Proven experience as a Facilities Coordinator or Facilities Assistant in a fast-paced corporate facilities department.
• Intermediate understanding of technical aspects of warehouse property management (i.e. data closets, HVAC and chiller systems, fire protection systems, general building systems including mechanical & electrical systems, racking, security, etc.).
• Experience managing a facility workflow management software (CMMS) and/or construction project management software.
• Excellent documentation and writing skills.
• Excellent communication, organization, and problem-solving skills.
• Proficiency in PC usage required, to include using the Microsoft Office Suite and Microsoft Excel.
• Must be an independent self-starter, adaptable, dependable, have reliable attendance and work assigned work schedule.
• Careful attention to detail and time management skills.
• Must possess professional demeanor.
• Strong team player.
• Ability to prioritize multiple projects at any given time.

Direct Manager/Direct Reports:

• Direct Manager – Sr. Facilities Manager / Direct Reports - None 

Travel Requirements:

• No travel required.          

Physical Requirements

While performing the duties of this job, the employee