Facilities Operations Specialist

ICF Olson; Reston (VA); On-site; USD 60,967 - 103,643; Full time

Job summary

ICF, Reston, VA, is seeking an Facilities Operations Specialist to coordinate day-to-day service provider activities, monitor service delivery, and manage procurement support. The role focuses on maintaining records, tracking service statuses, and ensuring smooth operations across facilities services.

The position requires 1+ year experience in facilities/administrative support, strong organizational and communication skills, and the ability to work on-site in Reston.

Qualifications

• 1+ years of experience in facilities operations, administrative support, procurement support, or a related field.
• High School Diploma or equivalent Professional Qualifications.
• Strong organizational skills and attention to detail.
• Basic to intermediate proficiency in Microsoft Excel and SharePoint.
• Ability to manage multiple tasks and deadlines.
• Strong communication and customer service skills.
• Ability to work on-site in the Reston office as required.
• Experience supporting administrative, purchasing, or facilities-related activities preferred.

Responsibilities

• Assist with coordinating day-to-day service provider activities across facilities services (e.g., maintenance, janitorial, workplace services).
• Monitor service activities and communicate updates to appropriate stakeholders.
• Escalate service issues to management as needed.
• Assist with purchase order creation and tracking.
• Review invoices for completeness and route for approval.
• Work with Procurement and internal teams to resolve routine discrepancies.
• Maintain facilities records, tracking tools, and documentation.
• Follow established procedures and support consistent execution of facilities workflows.
• Assist with updating process documentation and job aids.
• Provide administrative support for facilities projects and initiatives.
• Track service requests and work order status to support timely completion.
• Assist with scheduling and coordinating service activities.
• Maintain operational reports and tracking logs.
• Compile information and provide status updates to Facilities team members.
• Work closely with Facilities, Procurement, and service providers to support service delivery.
• Assist with onboarding activities for new service providers.
• Support service transitions, vendors change and performance remediation efforts in collaboration with internal stakeholders.
• Manage vendor performance and service delivery across assigned sites and service lines, ensuring contractual obligations, service line expectation and operational standard are consistently achieved in support of uptime, safety, quality and business continuity objectives.
• Monitor vendor performance and operational execution, identifying gaps and risks and implementing improvement strategies to enhance service quality and reliability.

Skills

Strong organizational skills

Attention to detail

Microsoft Excel

SharePoint

Multitasking

Communication skills

Education

High School Diploma or equivalent

Tools

Microsoft Excel

SharePoint

Job description

The Facilities Operations Specialist supports the delivery of facilities services through coordination of service requests, purchasing activities, and administrative processes. This role helps ensure facilities operations run efficiently by maintaining records, monitoring service activities, and collaborating with internal teams and service providers.

Key Responsibilities

• Assist with coordinating day-to-day service provider activities across facilities services (e.g., maintenance, janitorial, workplace services).
• Monitor service activities and communicate updates to appropriate stakeholders.
• Escalate service issues to management as needed.
• Assist with purchase order creation and tracking.
• Review invoices for completeness and route for approval.
• Work with Procurement and internal teams to resolve routine discrepancies.
• Maintain facilities records, tracking tools, and documentation.
• Follow established procedures and support consistent execution of facilities workflows.
• Assist with updating process documentation and job aids.
• Provide administrative support for facilities projects and initiatives.
• Track service requests and work order status to support timely completion.
• Assist with scheduling and coordinating service activities.
• Maintain operational reports and tracking logs.
• Compile information and provide status updates to Facilities team members.
• Work closely with Facilities, Procurement, and service providers to support service delivery.
• Assist with onboarding activities for new service providers.
• Support service transitions, vendors change and performance remediation efforts in collaboration with internal stakeholders.
• Manage vendor performance and service delivery across assigned sites and service lines, ensuring contractual obligations, service line expectation and operational standard are consistently achieved in support of uptime, safety, quality and business continuity objectives.
• Monitor vendor performance and operational execution, identifying gaps and risks and implementing improvement strategies to enhance service quality and reliability.

Minimum Qualifications

• 1+ years of experience in facilities operations, administrative support, procurement support, or a related field
• High School Diploma or equivalent Professional Qualifications
• Strong organizational skills and attention to detail
• Basic to intermediate proficiency in Microsoft Excel and SharePoint
• Ability to manage multiple tasks and deadlines
• Strong communication and customer service skills
• Ability to work on-site in the Reston office as required
• Experience supporting administrative, purchasing, or facilities-related activities preferred

Working at ICF

ICF is a global advisory and technology services provider, but we’re not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future. We can only solve the world's toughest challenges by building a workplace that allows everyone to thrive. We are an equal opportunity employer. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read ourEEO policy.

We will consider for employment qualified applicants with arrest and conviction records.

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation, please [e-mail] we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Read more aboutworkplacediscriminationrights or our benefit offerings which are included in theTransparency in (Benefits) Coverage Act.

Candidate AI Usage Policy

At ICF, we are committed to ensuring a fair interview process for all candidates based on their own skills and knowledge. As part of this commitment, the use of artificial intelligence (AI) tools to generate or assist with responses during interviews (whether in-person or virtual) is not permitted. This policy is in place to maintain the integrity and authenticity of the interview process. However, we understand that some candidates may require accommodation that involves the use of AI. If such an accommodation is needed, candidates are instructed to contact us in advance [e-mail]. We are dedicated to providing the necessary support to ensure that all candidates have an equal opportunity to succeed.

Pay Range

There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position. The pay range for this position based on full-time employment is: $60,967.00 - $103,643.00 Reston, VA (VA30)

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About ICF

ICF is a global consulting and technology services company with approximately 9,000 employees, but we are not your typical consultants. At ICF, business analysts and policy specialists work together with digital strategists, data scientists and creatives. We combine unmatched industry expertise with cutting-edge engagement capabilities to help organizations solve their most complex challenges. Since 1969, public and private sector clients have worked with ICF to navigate change and shape the future. Learn more at icf.com.