Torchora
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Key Responsibilities and Required Skills for a Facility Assistant

💰 $45,000 - $65,000

Facilities ManagementOperationsSkilled TradesCorporate Services

🎯 Role Definition

As a Facility Assistant, you are the backbone of our workplace operations, ensuring our environment is safe, efficient, and fully functional for all employees and visitors. You are a proactive problem-solver and a hands-on professional who takes pride in maintaining the physical infrastructure of the organization. This role is a critical blend of technical maintenance, vendor coordination, and customer service, directly impacting employee productivity and overall business continuity. You will be the first point of contact for facility-related issues, making your contribution visible and vital to our daily success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Maintenance Technician or Handyman
  • Office Assistant with operational duties
  • Skilled Trade Apprentice (Electrician, Plumber, HVAC)

Advancement To:

  • Facility Coordinator
  • Assistant Facility Manager
  • Building Operations Supervisor

Lateral Moves:

  • Health & Safety Coordinator
  • Operations Coordinator
  • Procurement Assistant

Core Responsibilities

Primary Functions

  • Conduct routine inspections and preventative maintenance on building systems, including HVAC, plumbing, electrical, and lighting, to ensure optimal performance and prevent downtime.
  • Respond promptly and professionally to facility-related work orders and service requests submitted by employees through a Computerized Maintenance Management System (CMMS).
  • Perform a variety of hands-on minor repairs and maintenance tasks, such as fixing leaky faucets, replacing light bulbs, patching drywall, and adjusting door hardware.
  • Coordinate and oversee the work of external vendors and contractors for specialized repairs, maintenance, and projects, ensuring they adhere to safety protocols and quality standards.
  • Manage the setup and breakdown of furniture and equipment for meetings, corporate events, and departmental moves, ensuring spaces are configured to meet specific needs.
  • Maintain accurate and up-to-date records of all maintenance activities, repairs, inspections, and vendor services for compliance and reporting purposes.
  • Assist in the implementation and enforcement of health and safety protocols (OSHA), including conducting regular safety walks, checking fire extinguishers, and ensuring clear emergency egress paths.
  • Manage inventory levels of essential facility supplies, including maintenance tools, janitorial products, and office essentials, and process purchase orders for replenishment.
  • Perform daily building walk-throughs to identify and proactively address potential repair needs, safety hazards, or cleanliness issues before they escalate.
  • Assist with office relocations and space planning, including the assembly, disassembly, and movement of office furniture, cubicles, and equipment.
  • Act as a primary point of contact during facility-related emergencies, such as power outages or water leaks, and assist in executing the emergency response plan.
  • Support the Facility Manager in tracking operational expenses and adhering to the departmental budget for maintenance, repairs, and supplies.
  • Operate and maintain building access control systems, including programming key cards for new hires and deactivating them for departing employees.
  • Ensure the building's exterior and grounds are well-maintained, including coordinating landscaping, snow removal, and parking lot upkeep.
  • Liaise with property management and janitorial services to ensure the facility consistently meets high standards of cleanliness and presentation.

Secondary Functions

  • Assist in the development and refinement of the organization's preventative maintenance schedule to improve asset lifespan and reduce reactive repairs.
  • Contribute to the company's sustainability initiatives by managing recycling programs and identifying opportunities for energy and water conservation.
  • Collaborate with various departments, including IT and HR, to ensure seamless support for new hire onboarding, office moves, and special projects.
  • Participate actively in safety committee meetings, providing input on facility conditions and contributing to the investigation and documentation of any workplace incidents.
  • Support the procurement process by researching and obtaining quotes from vendors for facility-related projects and purchases.
  • Provide logistical support for mailroom operations, including sorting and distributing incoming mail and processing outgoing shipments as needed.
  • Maintain an organized inventory of spare parts, tools, and equipment, ensuring everything is in good working order and readily accessible.

Required Skills & Competencies

Hard Skills (Technical)

  • General Maintenance: Proficient in basic plumbing, electrical, carpentry, and painting tasks for minor repairs and upkeep.
  • CMMS Software: Experience using Computerized Maintenance Management Systems (e.g., UpKeep, FMX, MaintainX) to track work orders and maintenance schedules.
  • HVAC Systems Knowledge: Fundamental understanding of heating, ventilation, and air conditioning systems to perform basic troubleshooting and filter changes.
  • Safety Regulation Compliance: Knowledge of OSHA and other relevant health and safety standards in a workplace environment.
  • Vendor Management: Ability to coordinate with, and oversee the work of, external contractors and service providers.
  • Inventory Control: Skill in managing and tracking inventory for maintenance supplies, tools, and office materials.
  • Microsoft Office Suite: Competency in using Word, Excel, and Outlook for communication, tracking, and reporting.

Soft Skills

  • Problem-Solving: Strong ability to diagnose issues, evaluate options, and implement effective, timely solutions.
  • Time Management & Prioritization: Excellent organizational skills to manage multiple tasks and competing priorities in a fast-paced environment.
  • Communication: Clear and professional verbal and written communication skills for interacting with employees, management, and external vendors.
  • Customer Service Orientation: A friendly, approachable, and helpful demeanor with a strong commitment to resolving employee issues.
  • Proactiveness & Initiative: A forward-thinking mindset to identify and address potential problems before they arise.
  • Adaptability: Flexibility to handle unexpected issues, changing priorities, and emergency situations calmly and effectively.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Vocational or Technical School certification in a skilled trade (e.g., HVAC, Electrical, Plumbing).
  • Associate's degree in Facilities Management or a related field.

Relevant Fields of Study:

  • Facilities Management
  • Building Maintenance Technology
  • Skilled Trades

Experience Requirements

Typical Experience Range:

  • 2-4 years of hands-on experience in building maintenance, facilities operations, or a related skilled trade.

Preferred:

  • Prior experience in a corporate office, manufacturing, healthcare, or commercial property environment is highly desirable. Experience working directly with a diverse employee population to resolve facility requests.
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