Key Responsibilities and Required Skills for Facilities Support

🎯 Role Definition

Are you a proactive, hands-on problem-solver dedicated to creating an exceptional workplace experience? This role requires a Facilities Support professional to be the backbone of our daily operations. In this vital role, you will ensure our physical environment is not just functional, but also safe, pristine, and efficient for all employees and visitors. You'll be the go-to person for everything from coordinating critical repairs and managing office reconfigurations to championing our health and safety programs. If you thrive in a dynamic environment, enjoy a mix of tactical execution and strategic support, and take immense pride in maintaining a first-class facility, this is the perfect opportunity to make a tangible impact.

📈 Career Progression

Typical Career Path

Entry Point From:

Office Assistant / Administrator
Maintenance Technician / Handyperson
Customer Service Representative with operational duties

Advancement To:

Facilities Coordinator / Senior Facilities Specialist
Facilities Manager
Building Operations Supervisor

Lateral Moves:

Project Coordinator (Construction/Real Estate)
Environmental Health & Safety (EHS) Specialist

Core Responsibilities

Primary Functions

Conduct regular, comprehensive walkthroughs and inspections of the facility to identify and resolve maintenance, safety, and cleanliness issues proactively.
Serve as the primary point of contact for all facilities-related employee inquiries and service requests, managing and resolving them through a ticketing system (e.g., Jira, ServiceNow).
Perform minor, non-specialized repairs and maintenance tasks, including basic plumbing, carpentry, painting, and electrical work.
Coordinate and oversee the work of external vendors and contractors for specialized maintenance, repairs, and installations (e.g., HVAC, electrical, plumbing, janitorial).
Manage the setup and breakdown of furniture, audio-visual equipment, and other resources for company meetings, events, and conferences.
Assist with office space planning, including employee moves, furniture assembly and disassembly, and departmental reconfigurations.
Maintain a detailed inventory of office supplies, breakroom provisions, and essential maintenance equipment, and manage the procurement and restocking process.
Ensure strict adherence to all local, state, and federal health and safety regulations (e.g., OSHA, ADA), and maintain related documentation.
Manage the building's access control and security systems, including issuing, tracking, and deactivating employee badges and keys.
Operate and monitor Building Management Systems (BMS) to ensure optimal performance of HVAC, lighting, and other critical infrastructure.
Develop and maintain positive and effective working relationships with property management, building engineers, and key service providers.
Respond promptly to facility emergencies, such as power outages or water leaks, and execute established emergency response protocols.
Escort and monitor vendors and contractors on-site to ensure they comply with company policies, safety procedures, and project specifications.
Manage and maintain the company’s mailroom operations, including sorting and distributing incoming mail and processing outgoing shipments.
Support the onboarding process for new hires by preparing workstations, issuing keys/badges, and providing a facility orientation.
Oversee the company’s janitorial services to ensure a high standard of cleanliness and hygiene is maintained throughout the workplace.
Participate in the development and implementation of preventative maintenance schedules to minimize downtime and prolong the life of building assets.
Maintain accurate and up-to-date records of maintenance activities, vendor contracts, incident reports, and safety inspections.
Assist with the physical security of the premises by monitoring surveillance systems and reporting any suspicious activity.
Support sustainability and green initiatives, including waste management, recycling programs, and energy conservation efforts.

Secondary Functions

Assist the Facilities Manager with tracking departmental budgets for supplies, services, and minor capital projects.
Contribute to the development and refinement of facilities-related policies, procedures, and emergency action plans.
Participate in the selection and evaluation of new vendors and service providers based on quality, cost, and reliability.
Support cross-functional projects that have a physical space or operational component, providing facilities expertise.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Computerized Maintenance Management Systems (CMMS) like UpKeep, Fiix, or similar platforms for tracking work orders and assets.
Solid understanding of fundamental building systems, including HVAC, electrical, plumbing, and fire life safety.
Experience with vendor management, including sourcing, scheduling, and overseeing third-party service providers.
Knowledge of workplace safety standards and regulations (OSHA) and experience conducting safety inspections.
Competence with physical security and access control systems (e.g., Lenel, Brivo).
Basic carpentry, plumbing, and electrical repair skills for performing hands-on maintenance tasks.
Ability to read and interpret basic floor plans, blueprints, and technical manuals.

Soft Skills

Exceptional customer service orientation with a professional, approachable, and responsive demeanor.
Strong problem-solving skills with the ability to diagnose issues and implement effective solutions under pressure.
Excellent organizational and time management abilities, capable of prioritizing a high volume of competing tasks in a fast-paced environment.
Clear and concise communication skills, both written and verbal, for interacting with employees, management, and external vendors.
High level of attention to detail to ensure quality work and a pristine facility appearance.
Proactive and self-motivated mindset, consistently looking for ways to improve processes and the workplace environment.
Adaptability and flexibility to handle unexpected changes, emergencies, and a wide variety of daily tasks.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's Degree or a technical/vocational certification.

Relevant Fields of Study:

Facilities Management
Business Administration
Skilled Trades (e.g., Electrical, HVAC, Carpentry)

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in a facilities support, building maintenance, or corporate services role.

Preferred:

Experience working in a fast-paced corporate, tech, or life sciences environment with a strong emphasis on internal customer support and workplace experience.