Facilities Operations & Vendor Coordination 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

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.