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Key Responsibilities and Required Skills for Workplace Technician

💰 $ - $

FacilitiesWorkplace ServicesMaintenance

🎯 Role Definition

A Workplace Technician is a hands-on facilities professional responsible for maintaining safe, functional, and comfortable work environments across corporate offices, labs, retail sites or industrial locations. This role combines preventative and corrective maintenance of building systems (HVAC, electrical, plumbing, access control), daily work order response, vendor coordination, and workplace setup (moves, furniture, AV) with a strong focus on safety, documentation, and customer service. The ideal Workplace Technician is technically skilled, safety-conscious, experienced with CMMS/work order systems, and able to communicate effectively with stakeholders from individual employees to facilities managers.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Facilities Assistant / Facilities Coordinator
  • Maintenance Technician / Building Maintenance Worker
  • Apprentice Electrician / HVAC Apprentice

Advancement To:

  • Senior Workplace Technician / Lead Technician
  • Facilities Supervisor / Team Lead — Workplace Services
  • Facilities Manager / Workplace Services Manager
  • Building Engineer / Senior Building Systems Technician

Lateral Moves:

  • Health, Safety & Environmental (HSE) Coordinator
  • Space Planner / Workplace Experience Specialist
  • Asset Management or Procurement Specialist

Core Responsibilities

Primary Functions

  • Respond promptly to incoming work orders and emergency maintenance requests recorded in the CMMS (e.g., ServiceNow, Maximo, FM:Systems), diagnose issues, perform corrective repairs, and document actions and parts used to closure standards.
  • Perform preventative maintenance (PM) tasks on HVAC, refrigeration, boilers, chillers, pumps, and fans according to schedules and manufacturer recommendations to maximize uptime and lifecycle of equipment.
  • Troubleshoot, repair and replace electrical systems and components up to company-defined voltage limits — including lighting, receptacles, breakers, conduit, and control wiring — following lockout/tagout and electrical safety procedures.
  • Diagnose and repair plumbing issues such as leaks, clogged drains, toilets, valves and fixtures; replace piping segments, install backflow preventers, and maintain proper water pressure and drainage.
  • Maintain and calibrate building automation systems (BAS) and thermostats for HVAC control; adjust schedules and setpoints to align with occupancy, energy-saving targets, and comfort requirements.
  • Inspect, maintain and test life-safety and security systems including fire alarms, smoke detectors, emergency lighting, access control, CCTV, and door hardware to ensure compliance with code and company policy.
  • Conduct daily and weekly building inspections (roof, mechanical rooms, electrical rooms, service corridors, parking structures) to identify hazards, deferred maintenance items, and opportunities for improvement, and report findings to facilities management.
  • Coordinate and supervise external contractors, tradespeople and vendors for specialized repairs, capital projects, and periodic services — including scope definition, on-site direction, safety enforcement and quality acceptance.
  • Assemble, install, reconfigure and repair office furniture, workstations, and cubicle systems; support move, add, change (MAC) requests and ensure ergonomics and space utilization standards are followed.
  • Install, troubleshoot and support meeting room AV systems, displays, conferencing hardware and connectivity to ensure seamless workplace experience for employees and guests.
  • Maintain accurate spare parts inventory, procure commonly used materials, and manage storeroom organization to minimize mean time to repair (MTTR) and control inventory costs.
  • Execute access control and key management functions, including issuance and revocation of badges and physical keys, and maintain related audit logs and security procedures.
  • Complete required documentation for permits, incident reports, warranty claims and maintenance logs; maintain up-to-date schematics, equipment manuals and as-built records.
  • Participate in scheduled building and safety audits; implement corrective actions and ensure adherence to local building codes, insurance requirements and OSHA/health & safety regulations.
  • Provide after-hours on-call support, emergency response and rapid remediation during building incidents, weather events, power outages, and other disruptions to workplace operations.
  • Assist with energy management initiatives by monitoring utility consumption, implementing conservation measures (lighting retrofits, setpoint optimization), and supporting facility-level sustainability goals.
  • Support small renovation and fit-out projects by performing demolition, finishing, rough-in electrical/plumbing work (where licensed), and coordination with project managers to meet schedule and quality targets.
  • Perform basic HVAC refrigerant handling tasks in accordance with EPA 608 or local regulations, and participate in leak detection, recharge and compliance documentation under certification scope.
  • Train and mentor junior technicians or contracted staff on standard operating procedures, safe work practices, and proper use of tools and PPE.
  • Provide courteous, customer-focused interaction with building occupants; assess workplace issues, set expectations for repair timelines, and follow up to ensure satisfactory resolution.
  • Assist with workplace readiness tasks for new site openings or reconfigurations — including facility handovers, punchlist completion, commissioning support and closeout documentation.
  • Monitor indoor environmental quality (temperature, humidity, IAQ), escalate complex HVAC or IAQ problems, and coordinate specialist remediation when necessary.
  • Prepare cost estimates, requisitions and basic budget tracking for maintenance projects and small capital expenditures; support vendor quotes comparison and approval workflows.

Secondary Functions

  • Support space utilization projects by collecting measurements, assisting with furniture layouts, and executing minor relocations as directed by workplace planning.
  • Contribute to workplace technology rollouts by coordinating onsite logistics, powering and mounting devices, and ensuring safe cable routing and labeling.
  • Participate in continuous improvement initiatives — recommend process changes, update PM frequencies based on failure trends, and help optimize CMMS workflows.
  • Assist in compiling facilities metrics and KPIs (work order completion rate, response time, PM compliance) and provide input for monthly operational reports.
  • Help enforce workplace health and safety programs, support training sessions, and lead toolbox talks on topics such as lockout/tagout, ladder safety and PPE use.
  • Support vendor procurement by gathering technical requirements, evaluating supplier capabilities, and participating in on-site supplier evaluations.
  • Assist with minor landscaping, snow removal coordination or contractor supervision to maintain safe exterior site conditions when required.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient in CMMS/work order systems (ServiceNow, IBM Maximo, FM:Systems, Archibus) — work order creation, updates, PM scheduling and asset tagging.
  • HVAC troubleshooting and maintenance (air handlers, rooftop units, split systems, chillers) and familiarity with HVAC control logic and BAS interfaces.
  • Electrical systems knowledge including troubleshooting branch circuits, lighting systems, grounding, and familiarity with electrical code basics.
  • Plumbing repair skills: valves, drains, water heaters, fixtures, and ability to interpret plumbing diagrams.
  • Building automation systems (BAS) and thermostat configuration skills; ability to interpret setpoints and alarm histories.
  • Experience with hand and power tools, racking, hoisting, ladders and safe material handling techniques.
  • Familiarity with access control/CCTV systems and basic low-voltage cabling and terminations.
  • Ability to read and interpret schematics, mechanical drawings, equipment manuals and as-built facility documents.
  • Preventive maintenance planning and execution — PM checklist creation, interval optimization and spare parts forecasting.
  • Knowledge of safety standards and regulatory compliance (OSHA, local building and fire codes); experience executing lockout/tagout procedures.
  • Basic HVAC refrigerant handling knowledge and applicable certifications (e.g., EPA 608) where required.
  • Experience with small project execution and contractor coordination, scope management and punchlist completion.
  • Basic competency with facility-related software and mobile devices used for onsite diagnostics and reporting.
  • Understanding of energy management concepts, metering basics and conservation measures.

Soft Skills

  • Strong customer service orientation with clear, professional communication to occupants and stakeholders.
  • Practical troubleshooting mindset and analytical problem-solving under time pressure.
  • Ability to prioritize competing work orders, manage time effectively and meet SLA expectations.
  • Team collaboration and flexibility to support cross-functional workplace initiatives.
  • Attention to detail for compliance, documentation, and quality of repairs.
  • Adaptability to changing schedules, emergency calls and varied building environments.
  • Vendor management and negotiation skills for obtaining timely and cost-effective services.
  • Teaching and mentoring ability to train junior technicians and external contractors.
  • Initiative and continuous improvement focus — identifying recurring failures and proposing durable fixes.
  • Calm, safety-first approach to emergencies, with proven ability to follow escalation protocols.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED; vocational or trade school coursework in building trades preferred.

Preferred Education:

  • Associate degree or technical diploma in HVAC, Electrical Technology, Facilities Management, Building Systems or Mechanical Engineering Technology.

Relevant Fields of Study:

  • Facilities Management
  • HVAC / Refrigeration Technology
  • Electrical Technology
  • Mechanical Engineering Technology
  • Building Automation Systems

Experience Requirements

Typical Experience Range:

  • 2–5 years of hands-on facilities or building maintenance experience; equivalent trade apprenticeship experience accepted.

Preferred:

  • 3–7 years of progressive facilities, workplace services or building maintenance experience, with documented use of a CMMS, proven HVAC/electrical/plumbing troubleshooting, and experience coordinating contractors and workplace moves.

Preferred additional credentials: EPA 608 Refrigerant Certification, OSHA 10 or 30, First Aid/CPR, trade licenses or journeyman-level certifications as applicable to local codes and employer requirements.

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