Facilities Specialist

Ultimate Staffing; San Diego (CA); On-site; USD 26,000 - 28,000; Full time

Job summary

Ultimate Staffing in San Diego is seeking a Facilities Specialist to support the company’s physical facilities. You will assist with vendor accounts, invoices, maintenance coordination, and mailroom tasks under supervision. The role emphasizes organization, accuracy, and timely processing in a fast-paced environment.

The ideal candidate has at least two years in facilities, strong communication skills, and proficiency in Microsoft Office. This is a W-2 contract role with potential temp-to-hire.

Qualifications

• High School Diploma or equivalent.
• Minimum two years experience in facilities.
• Excellent customer service focus.
• Strong oral and written communication skills.
• Highly organized and detail oriented in a fast-paced setting.
• Proficiency with Microsoft Office and related software.

Responsibilities

• Set up, delete, and change users for Staples and FedEx accounts; review orders.
• Process vendor invoices for branches and corporate maintenance.
• Coordinate landlord maintenance issues (A/C, heat, restrooms).
• Maintain master spreadsheet for access cards and gym forms.
• Handle mailroom tasks and incoming mail distribution.
• Order corporate supplies; support daily operations.

Skills

Verbal communication

Written communication

Highly organized

Detail oriented

Interpersonal skills

Problem solving

Education

High School Diploma

Tools

Microsoft Office

Word

Excel

Wiki

Cloud-based tools

Third‑party software

Job description

Salary: USD19 - USD20.5 per hour

W-2 Contract Role

Duration - 6+ Months, Temp to Hire Possibility

Pay Range - $19 to $20.50/hour

Position Summary:

The Facilities Specialist plays an important role in the organization by performing a number of tasks related to the company’s physical facilities. The role is primarily responsible, under direct supervision, for the set up and maintenance of vendor accounts, processing invoices for branch related items, handling maintenance issues for Corporate, and assisting with the Mailroom function.

ESSENTIAL FUNCTIONS

• Set up, delete, and change all company users for Staples and FedEx accounts. Review all orders to ensure they are business-related items or IT pre-approved items.
• Process invoices relating to Staples, ShredIt, and other vendors for all the branches and corporate maintenance and repair.
• Work with landlord on landlord-related maintenance issues, such as, A/C, Heat, restroom and breakroom repairs, etc.
• Issue, deactivate, and maintain master spreadsheet for access cards and gym forms for corporate employees.
• Process incoming letter jobs from multiple departments to ensure they are sent out within time frames specified.
• Order supplies for corporate office, such as, breakroom items, paper, envelopes, etc.
• Assist with the sorting and distributing of incoming/outgoing mail.
• Handle daily oversized and certified mail.
• Perform other duties/projects as assigned.

QUALIFICATIONS

High School Diploma or equivalent, required

Years of Experience

Minimum two years experience in facilities

Additional Qualifications

• Highly organized and detail oriented; ability to work in a fast-paced, deadline-driven environment required.
• Excellent customer service focus.
• Good interpersonal/problem-solving skills and results-orientation.
• Strong oral and written communication skills.

Company Required Skills

• Excellent verbal and written communication skills required.
• Highly organized and detail-oriented; ability to work in a fast-paced, metrics-driven environment required.
• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third-party software applications required.
• Commitment to company values (Customer Service, Integrity, Respect, Collaboration, Learning, Excellence).

Physical Demands

Mobility in an office, and classroom training setting.

Manual Dexterity: Frequent use of computer keyboard and mouse.

Must be able to lift up to 50 lbs.

Audio/Visual

Ability to accurately interpret sounds and associated meanings at a volume consistent with interpersonal conversation.

Regularly required to accurately perceive, distinguish and interpret information received visually and through audio; e.g., words, numbers and other data broadcasted aloud/viewed on a screen, as well as print and other media.

Mental / Other

Learn new tasks, remember processes, maintain focus, complete tasks independently, and make timely decisions in the context of a workflow.

This role requires effective adaptation to workplace stressors, including customer service complaints, security responsibilities, and competing priorities.

Must be able to adhere to process protocol. Must be able to apply established protocols in a timely manner.

Schedules

Work is primarily performed during the business week, Monday - Friday.

AUTHORITY LEVEL

Job Scope

Responsible for understanding the department/functional area objectives and goals and how own job contributes to achievement of these goals; may contribute insights and ideas on policies, processes, procedures, and efficiency; may recommend changes and enhancements based on analysis and evaluation of circumstances.

Complexity

Problems are often complex and specialized and may involve unprecedented circumstances; resolution requires investigation, analysis and review of professional/organizational standards.

Impact

Decisions and actions have an impact on the smooth operation and timeframes of the department, programs/projects; impact on the broader organization is generally indirect.

Interaction/Supervision

Acts as a mentor/guide to less experienced professional contributor staff in a similar role; works independently and only under general direction; guided by professional standards, desired outcomes, and project plan specifications.