Key Responsibilities and Required Skills for Facilities Maintenance Specialist

🎯 Role Definition

A Facilities Maintenance Specialist is responsible for maintaining, repairing, and optimizing building systems and infrastructure to ensure safe, efficient, and uninterrupted operations. This role combines hands‑on mechanical, electrical, and building trades work with preventative maintenance planning, vendor coordination, regulatory compliance, and customer service for building occupants. Ideal candidates bring trade experience (HVAC, electrical, plumbing, carpentry), experience with a computerized maintenance management system (CMMS), and a safety-first mindset.

📈 Career Progression

Typical Career Path

Entry Point From:

Maintenance Technician / Multi‑Trade Technician
Facilities Coordinator / Building Operations Assistant
HVAC or Electrical Apprentice / Journeyperson

Advancement To:

Senior Facilities Maintenance Specialist
Facilities Supervisor / Maintenance Supervisor
Facilities Manager / Building Engineer

Lateral Moves:

Environmental Health & Safety (EHS) Specialist
Energy Management / Sustainability Coordinator
Construction Project Coordinator

Core Responsibilities

Primary Functions

Execute scheduled preventive maintenance (PM) and predictive maintenance tasks for building systems including HVAC (rooftop units, chillers, boilers), refrigeration, boilers, chillers, air handling units, and ventilation systems to maximize uptime and efficiency.
Troubleshoot, diagnose, and repair electrical systems up to medium voltage panels (120V–480V), including breakers, distribution panels, lighting, motors, starters, and emergency power systems.
Perform plumbing system maintenance and repairs including water distribution, drains, backflow prevention devices, valves, pumps, and domestic hot water systems, ensuring code compliance and safe operation.
Maintain and repair mechanical equipment such as pumps, compressors, conveyors, elevators (coordinate with licensed elevator contractors), and hydraulic/pneumatic systems to ensure reliability and safety.
Respond to reactive work order requests and after‑hours emergency calls, prioritizing safety, minimizing disruption to operations, and documenting all repairs and corrective actions in the CMMS.
Operate and maintain building automation systems (BAS) and direct digital controls (DDC) to optimize HVAC schedules, energy consumption, and occupant comfort.
Perform routine building fabric work including carpentry, drywall repair, painting, flooring patching, door/hardware repair, and weatherproofing to maintain a clean, functional, and safe facility.
Inspect building envelope, roof systems, gutters, and drainage to identify and remediate leaks, structural deterioration, and potential pest entry points.
Test and maintain life safety and fire protection systems including fire alarms, smoke detectors, extinguishers, sprinkler systems (coordinate with certified vendors for inspections), and emergency lighting per NFPA and local code requirements.
Maintain inventory of parts, tools, and supplies; manage reorder points and vendor relationships to ensure critical spares are available and reduce downtime.
Coordinate and supervise outside contractors and third‑party vendors for specialized repairs, capital projects, and compliance inspections, verifying scope, quality, invoicing, and permits.
Perform routine HVAC refrigerant handling activities in compliance with EPA Section 608 regulations and maintain accurate refrigerant logs and documentation.
Support energy conservation initiatives by identifying and implementing upgrades (LED lighting retrofits, building controls optimization, variable frequency drives) and tracking energy usage metrics.
Conduct regular safety inspections, hazard assessments, and permit‑required tasks; enforce PPE use, lockout/tagout (LOTO) procedures, and confined space protocols.
Maintain accurate maintenance records, service histories, and equipment logs in a CMMS (e.g., Maximo, Archibus, TMA) and generate KPI reports (work order completion, mean time between failures, maintenance backlog).
Assist with small capital projects, renovations, and tenant improvements by providing scope input, performing installations, and coordinating phased work to meet schedules and budgets.
Perform routine grounds and exterior maintenance responsibilities including snow removal coordination, ice control, parking lot repairs, and landscape maintenance oversight.
Inspect, test, and maintain access control systems, CCTV, door hardware, and locksmith tasks to ensure building security and occupant safety.
Manage hazardous materials handling and disposal (waste oil, chemical cleaners, refrigerants), maintain SDS documentation, and ensure compliance with EPA and local environmental regulations.
Provide strong customer service and communication: respond to tenant/occupant requests, explain work, set expectations for timelines, and follow up to ensure issues are resolved to satisfaction.
Participate in on‑call rotation and emergency response planning for disaster recovery, utilities failures, floods, and other facility emergencies.
Perform condition assessments and lifecycle cost analyses of building systems to support budgeting and long‑term capital planning.
Train and mentor junior maintenance staff on best practices, safety procedures, trade skills, and CMMS usage to build team capability.

Secondary Functions

Support building audits and compliance reporting for OSHA, NFPA, local building codes, and insurance requirements.
Maintain and update asset registers, equipment manuals, and vendor contact lists to streamline repairs and warranty claims.
Assist Facilities Managers with budget tracking, purchase order requests, and cost control related to maintenance operations.
Contribute to sustainability and waste‑reduction projects, including recycling programs and utility conservation campaigns.
Participate in continuous improvement initiatives such as 5S, Kaizen, root cause analysis, and reliability centered maintenance (RCM).
Coordinate special event setups, temporary power distribution, and facility access for contractors and visitors.
Provide input on procurement specifications for replacement equipment and long‑lead components.
Assist with space planning data collection and minor moves for internal departments.
Support preventative maintenance program optimization by analyzing failure modes and recommending schedule adjustments.
Participate in cross‑functional emergency drills and business continuity planning.

Required Skills & Competencies

Hard Skills (Technical)

HVAC system troubleshooting, servicing, and balancing (RTUs, chillers, boilers, air handlers).
Electrical troubleshooting and repair up to 480V, including panel work, motor starters, VFDs, and lighting systems.
Plumbing systems repair and maintenance: pumps, valves, piping, backflow prevention, and water heaters.
Proficient use of Computerized Maintenance Management Systems (CMMS) such as Maximo, Archibus, TMA, or equivalent for work order management and asset tracking.
Building automation systems (BAS/DDC) programming and optimization experience.
Knowledge of life‑safety systems: fire alarm, sprinkler systems, emergency lighting, and NFPA code basics.
EPA 608 certification (refrigerant handling) and familiarity with refrigerant leak regulations.
Competency in reading blueprints, mechanical/electrical schematics, and technical manuals.
Experience with hand and power tools, welders, small engine repair, and basic fabrication.
Forklift, scissor lift, and aerial lift operation experience (certified where required).
Basic carpentry, painting, roofing, and general building maintenance skills.
Familiarity with OSHA safety standards, LOTO, confined space entry, and PPE protocols.
Experience coordinating and overseeing vendor/contractor scopes, bids, and service level agreements.
Proficiency with Microsoft Office (Excel for logs and reports) and basic data entry/reporting skills.

Soft Skills

Strong problem‑solving and troubleshooting mindset with a methodical approach to root cause analysis.
Excellent verbal and written communication skills for interacting with tenants, vendors, and leadership.
Customer‑oriented with professional demeanor and ability to manage occupant expectations.
Time management and prioritization skills to handle reactive and preventive workloads.
Ability to work independently and as part of a cross‑functional facilities team.
Attention to detail and commitment to maintaining accurate maintenance documentation.
Adaptability and calm under pressure during emergencies or high‑priority failures.
Initiative to identify improvements, propose solutions, and drive projects to completion.
Coaching and mentoring ability for developing less experienced maintenance staff.
Ethical and safety‑first attitude with consistent compliance to policies and regulations.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required; vocational/trade school certification preferred.

Preferred Education:

Associate’s degree or technical certificate in HVAC, Electrical Technology, Facilities Management, Building Systems, or a related field.
Certifications such as Certified Facility Manager (CFM), LEED, NCCER, or equivalent are a plus.

Relevant Fields of Study:

HVAC / Refrigeration Technology
Electrical Technology / Industrial Electricity
Facilities Management / Building Systems
Mechanical Technology / Industrial Maintenance
Construction Technology / Building Trades

Experience Requirements

Typical Experience Range:

2–7 years of direct facilities maintenance or multi‑trade maintenance experience in commercial, industrial, healthcare, or institutional settings.

Preferred:

3–5+ years of progressive maintenance experience with documented competencies in HVAC, electrical, and plumbing systems.
Prior use of CMMS and experience in preventive/predictive maintenance programs.
Experience managing contractor relationships, compliance inspections, and life‑safety testing.