Facilities Management Specialist

SUMMARY 

Under the supervision of the Executive Director, the Facility Specialist is responsible for the comprehensive oversight of the organization’s building, ensuring it serves as a safe, functional, and welcoming space for all users, including tenants, staff, and community members. This role includes managing the physical infrastructure of the building, optimizing its use for programming and events, and supporting the successful operation of the regional hub. The Facility Specialist plays a critical role in fostering a collaborative environment that advances community and economic development goals while ensuring the building meets the needs of all stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Building Management and Physical Space Oversight

1. Oversee the overall management and maintenance of the building, including all indoor and outdoor spaces.
2. Ensure the building operates efficiently, addressing the needs of tenants, community groups, and staff.
3. Conduct routine inspections of the property, identifying and resolving maintenance and safety issues.
4. Oversee parking lot and common area management, ensuring a positive experience for visitors and users.
5. Perform or coordinate routine cleaning tasks to maintain the cleanliness and appearance of shared spaces, including conference rooms, coworking areas, restrooms, and public event spaces.
6. Manage cleaning supplies inventory and order necessary materials to ensure sufficient stock.

Safety and Compliance

1. Ensure the building complies with local, state, and federal safety and accessibility regulations.
2. Develop and maintain emergency preparedness plans, including evacuation procedures, disaster recovery plans, and safety drills.
3. Conduct regular safety inspections and risk assessments, addressing hazards promptly.
4. Ensure that tenants, staff, and community members are informed of safety protocols and emergency procedures.

Resource Optimization and Sustainability 

1. Work with the Engagement Specialist to optimize the building’s spaces to support regional hub programming, events, and community activities.
2. Ensure all spaces are appropriately equipped and ready for use, including technology, furniture, and other resources.
3. Track space usage and generate reports to evaluate the effectiveness of resource allocation.

Vendor and Contract Management

1. Manage budgets related to building operations, including maintenance, utilities, and capital improvement projects.
2. Negotiate contracts with vendors and service providers, ensuring cost-effective and high-quality services.
3. Monitor expenses and provide regular financial updates to the Executive Director.

Administrative & Reporting Responsibilities

1. Maintain detailed records of building operations, space usage, maintenance activities, and safety protocols.
2. Prepare reports on facility performance, expenses, and resource utilization for internal and external stakeholders.
3. Contribute to strategic planning related to the building’s use and long-term development.

CONDITIONS OF EMPLOYMENT 

1. Maintain compliance with local building and safety regulations.
2. Receive clearance by relevant authorities for facility management.
3. Maintain a valid driver's license.

QUALIFICATIONS:   EDUCATION, SKILLS and/or EXPERIENCE 

• Minimum of an Associate's degree in Facility Management, Business Administration, or a related field. Preferred: with a minimum of two years of experience in facility management.
• At least five years of experience in building management, operations, or related roles, preferably in a community or nonprofit setting.
• Strong knowledge of building systems, including HVAC, plumbing, electrical, and general maintenance.
• Proven ability to manage budgets, negotiate vendor contracts, and oversee project execution.
• Familiarity with safety standards, accessibility guidelines, and emergency preparedness planning.
• Strong leadership and communication skills, with the ability to build relationships with diverse stakeholders.
• Proficiency in Microsoft Office, database systems, and facility management software.
• Commitment to supporting community and economic development goals.
• Bilingual (Spanish/English) is a plus.

COLLABORATION WITH ENGAGEMENT SPECIALIST

The Facility Specialist and Engagement Specialist will work together to:

• Align the building’s physical resources with the programming and community engagement goals of the regional hub.
• Plan and execute events, ensuring that space, logistics, and resources meet program needs.
• Develop policies for shared use of the building by tenants, community groups, and program participants.
• Monitor and evaluate the impact of building operations on community outcomes and economic development efforts.