Facilities Specialist

Meldon Law; Gainesville (FL); On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a Facilities Specialist to ensure the smooth operation and maintenance of office locations. This role is pivotal in managing vendor relationships, ensuring compliance with safety regulations, and optimizing office space for efficiency. The Facilities Specialist will oversee building systems, coordinate maintenance tasks, and implement sustainability initiatives. This position requires strong organizational skills, effective communication, and the ability to manage multiple priorities across various locations. If you are passionate about creating safe and functional workspaces, this is the perfect opportunity for you.

Qualifications

• 2-3 years of experience in facilities support or property management.
• Understanding of preventive maintenance practices and workplace safety regulations.

Responsibilities

• Manage vendor relationships and oversee maintenance of office equipment.
• Ensure compliance with health, safety, and environmental regulations.

Skills

Problem-solving

Communication

Organizational Skills

Project Management

Budget Management

Technical Proficiency

Education

High school diploma or equivalent

Associate’s degree in Facilities Management or Business Administration

Tools

Inventory management systems

Job description

Position Summary

The Facilities Specialist is responsible for ensuring the effective operation, maintenance, and safety of all office locations. This role oversees building systems and infrastructure, manages vendor relationships, and ensures compliance with health, safety, and environmental regulations. The Facilities Specialist plays a key role in optimizing office space, maintaining essential equipment, and creating a safe and efficient workplace for all employees. Additionally, the position involves strategic planning for facility improvements, budget management,
and addressing the day-to-day operational needs of the firm. This role serves as a central point of contact for facilities-related matters, ensuring that all locations meet the organization's functional and aesthetic standards.

Essential Functions

Building and Equipment Maintenance:

1. Schedule and manage vendor interactions as needed, including scheduling and overseeing maintenance and repairs of office equipment, HVAC systems, plumbing, electrical systems, landscaping and other facilities related items.
2. Coordinate with vendors for routine maintenance and emergency repairs.
3. Conduct regular site visits to ensure each location meets organizational standards.
4. Oversee cleaning and maintenance services to keep all offices clean, organized, and functional.

Vendor and Contract Management:

1. Negotiate contracts with service providers for cleaning, security, repairs and maintenance.
2. Evaluate vendor performance and manage relationships to ensure high service standards.
3. Monitor budgetary spending on facilities management.

Environmental and Sustainability Initiatives:

1. Develop strategies to improve energy efficiency and sustainability within the office.
2. Monitor energy usage and implement waste reduction practices.

Security Oversight:

1. Ensure building security systems, such as alarms, cameras and access control, are functioning effectively and upgrade as needed.
2. Respond to security incidents and implement corrective actions.
3. Manage office keys, and access codes.
4. Conduct regular inspections of facilities to identify and address maintenance issues proactively.

Health, Safety, and Compliance:

1. Ensure compliance with local, state, and federal regulations concerning workspace safety, accessibility, and building codes.
2. Implement health and safety protocols, including fire safety and emergency evacuation procedures.
3. Conduct regular inspections to maintain a safe and compliant work environment.
4. Develop and maintain emergency response plans, including evacuations procedures, fire drills, and natural disasters.
5. Ensure facilities are properly secured and prepared from threats of hurricanes.
6. Ensure staff are trained on emergency preparedness.
7. Inspect facilities post hurricane or severe weather to determine facility safety and possible repair needs.

Project Management:

1. Assist the Director of Operations and leadership to plan and oversee office renovation projects, upgrades, office space acquisition, ensuring minimal disruption to the daily operations.

Inventory and Budget Management:

1. Maintain and monitor inventory of office supplies within the specified budget.
2. Ensure timely ordering and replenishment to avoid disruptions in office operations.
3. Act as the primary liaison between the operations team and ownership to address facilities issues.
4. Coordinate with IT to ensure all technological and operational equipment is functioning and inventoried.

Office Space Coordination:

1. Assist in planning and coordinating office spaces, including the arrangement and procurement of furniture and equipment, in close collaboration with the Operations Director and upper management to ensure alignment with organizational needs.

Policy and Procedure Enforcement:

1. Enforce company policies and procedures consistently across all office locations.
2. Ensure compliance with organizational standards and legal requirements.

Supply Area Maintenance:

1. Ensure supply areas across all locations remain neat, organized, and fully stocked, addressing any issues promptly to maintain functionality.

Team Oversight and Reporting:

1. Monitor team dynamics and report any issues to the Director of Operations and the Human Resources Director for resolution.
2. Collaborate with Human Resources Director to support compliance and address employee concerns.

Travel and Site Visits:

1. Travel regularly between the Gainesville, Ocala, Lake City, and Williston offices to address facilities and operational needs and maintain consistency.

These functions require the ability to manage multiple priorities, maintain a high level of organization, and foster a cohesive and functional work environment across all office locations.

Other Duties

Other job duties may be assigned as needed in addition to the essential functions outlined in this job description.

Competencies

Leadership and Team Management

1. Ability to provide guidance and support to staff across multiple locations.
2. Proficient in addressing team dynamics and fostering a positive work environment.

Organizational Skills

1. Highly organized with the ability to manage multiple projects and responsibilities simultaneously.
2. Strong attention to detail in maintaining office functionality and compliance.

Communication

1. Excellent verbal and written communication skills to facilitate interoffice collaboration.
2. Skilled in acting as a liaison between operations, ownership, and HR.

Problem-Solving and Decision-Making

1. Adept at identifying issues and implementing effective solutions.
2. Ability to anticipate needs and respond proactively to operational challenges.

Technical Proficiency

1. Familiarity with office technology, inventory management systems, and IT coordination.
2. Ability to troubleshoot and resolve basic technical issues.

Budget Management

1. Competent in managing budgets for office supplies and operations.
2. Ensures expenditures align with organizational guidelines and objectives.

Compliance and Policy Enforcement

1. Understanding of HR compliance and ability to enforce company policies effectively.
2. Maintains confidentiality and ensures adherence to legal and organizational standards.

Adaptability and Flexibility

1. Capable of adjusting priorities to meet the needs of multiple office locations.
2. Willingness to travel regularly and adapt to varying office environments.

Customer Service Orientation

1. Dedicated to supporting staff and ensuring operational needs are met efficiently and effectively.

Qualifications

Education:

1. High school diploma or equivalent.
2. Associate’s degree or coursework in Facilities Management, Business Administration, or a related field preferred.

Experience:

1. 2-3 years of experience in facilities support, property management, office coordination or a similar field.
2. A valid driver’s license with an acceptable driving record and reliable transportation are essential for travel between locations.
3. Familiarity with building systems, including HVAC, electrical, and plumbing.
4. Knowledge of workplace safety regulations.
5. Experience managing vendor contracts and budgets.

Skills:

1. Understanding of preventive maintenance practices and systems.
2. Excellent problem-solving and decision-making abilities.
3. Strong organizational and project management skills with attention to detail.
4. Ability to handle minor repairs or coordinate with technicians as needed.
5. Excellent communication and interpersonal skills to liaise effectively with employees, vendors, and leadership.

Physical Requirements

Communication:

1. Must be able to communicate clearly and effectively, both verbally and in writing.
2. Ability to speak and listen on the phone for extended periods.

Vision:

1. Ability to read and interpret documents, both in print and on a computer screen.
2. Visual acuity for reviewing detailed information in client files and performing data entry.

Hearing:

1. Ability to hear and understand conversations over the phone and in-person.
2. Adequate hearing to comprehend and respond to client inquiries effectively.
3. Ability to sit for prolonged periods, typically at a desk or workstation.
4. Frequent sitting while conducting phone communications and data entry.

Manual Dexterity:

1. Ability to use hands and fingers to operate a computer keyboard, mouse, phone, and other office equipment.
2. Fine motor skills for handling documents, scanning, and organizing files.

Mobility:

1. Ability to move within the office to access file cabinets, office equipment, and other necessary work areas.
2. Occasional walking and standing as needed.

Lifting:

1. Ability to lift and carry objects such as files, documents, or office supplies, typically up to 10 pounds.

Mental and Emotional Resilience:

1. Ability to handle stressful situations and manage multiple tasks in a fast-paced environment.
2. Capacity to maintain professionalism and composure while communicating with clients.
3. Ability to work in an office environment with standard office noise and interruptions.
4. Ability to use office equipment such as computers, telephones, scanners, and copiers.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Supervisory Responsibilities

This position does not have any direct supervisory responsibilities but is responsible for ensuring compliance with company policies, procedures, and standards across all office locations.

Work Environment

The Facilities Specialist will primarily work in a professional office environment, ensuring the maintenance and functionality of office spaces across multiple locations. The role requires frequent travel between office sites to perform inspections, coordinate vendor services, and address facilities-related needs. While much of the work will be conducted during regular business hours, occasional flexibility may be necessary to respond to urgent maintenance issues or complete time-sensitive projects. The position involves both desk work, such as managing vendor communications and scheduling, as well as hands-on activities like inspecting equipment or coordinating repairs.

Work Authorization

All applicants must be legally authorized to work in the United States without sponsorship now or in the future and must provide proof of their authorization to work.