Facilities Specialist

POSTED: February 28, 2025

POSITION: Facilities Specialist

DEPARTMENT: Human Resources

BASE RATE: $26.96 per hour, with potential for additional compensation based on qualifications.

POSITION SUMMARY:

The Facilities Specialist is responsible for ensuring the efficient operation, safety, and maintenance of the facility, including managing preventive maintenance programs, overseeing repairs, and ensuring compliance with safety and regulatory standards. This role also involves budget management, utility coordination, maintaining office equipment and supplies, and performing daily cleaning and light maintenance tasks to support the overall functionality of the facility.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1.    Follows established Upper Peninsula Health Plan (UPHP) policies and procedures, objectives, safety standards, and sensitivity to confidential information.

2.    Implements and manages a comprehensive preventive and required maintenance program to ensure the efficient and uninterrupted operation of facility equipment, including HVAC systems, the generator, office equipment, fire alarms, fire suppression systems, and elevators.

3.    Chairs the Safety and Emergency Response Team (ERT) and is responsible for the development, implementation, and maintenance of the facility’s emergency operations plan. Conducts safety drills and ensures staff readiness for various emergency situations, including fire and inclement weather events.

4.    Regularly inspects the building and grounds to ensure conformance with established standards, regulations, and safety codes. Initiates and implements corrective actions to maintain compliance with applicable standards and requirements.

5.    Plans and manages facility repairs, renovations, and modifications, ensuring projects are completed on time, within budget, and in compliance with safety standards.

6.    Ensures the effective and efficient use of utilities by scheduling and coordinating required outages, minimizing disruptions to operations. Manages unscheduled outages and investigates utility incidents, coordinating necessary follow-up actions.

7.    Maintains detailed documentation of all maintenance, repairs, and testing activities as required by applicable codes or as directed. Prepares and provides periodic reports to the Director of Human Resources as needed or requested.

8.    Responds to emergency situations, including equipment malfunctions, building-related issues, or safety concerns that may occur outside of regular working hours. Ensures prompt resolution of emergencies to minimize disruption and maintain facility safety and operational integrity.

9.    Oversees and completes the annual facility budget and relevant budget proposals or variance requests, ensuring operations stay within budget guidelines.

10.    Manages the maintenance, purchase, and use of company-owned vehicles, ensuring compliance with applicable state and federal laws, insurance and registration requirements, and safety regulations. 

11.    Manages the setup and preparation of events, ensuring the appropriate arrangement of spaces for meetings or gatherings and safety and accessibility.

12.    Conducts daily cleaning and light maintenance tasks, including the cleaning and stocking of common areas, conference rooms, and restrooms. Performs a variety of general maintenance tasks, including wall patching, painting, furniture relocation, and the use of hand and power tools as necessary. Additionally, handles grounds duties, as needed, such as snow removal, walkway maintenance, and other outdoor tasks to ensure the facility’s exterior is well-kept.

13.    Responsible for the ordering, delivery, assembly, and installation of furniture and office equipment, ensuring timely and accurate setup for facility needs.

14.    Oversees the offsite storage and destruction of records in accordance with departmental guidelines.

15.    Responds to facility-related requests and suggestions submitted through the project management system, collaborating with the Director of Human Resources as necessary. Executes timely resolutions and communicates updates to relevant parties.

16.    Oversees office supply inventory, ensuring timely stocking and replenishment of supplies upon receipt. Manages, inventories, and organizes facility storage areas to maintain efficient space utilization.

17.    Oversees the timely and accurate processing of deliveries.

18.    Chairs or participates in other committees, workgroups, or meetings as assigned or requested.

19.    Maintains strict confidentiality of client data and sensitive facility-related information.

20.    Performs additional facility-related duties as assigned or requested.

POSITION QUALIFICATIONS:

Education:    

Minimum:     
High school diploma or equivalent

Preferred: 
Associate’s degree in facilities management, building maintenance, or a related field

Experience:

Minimum:     
Two (2) to three (3) years of experience in facility maintenance, building operations, or similar role; basic familiarity with building systems like HVAC, electrical systems, and/or elevators. 

Preferred: 
Project management experience; advanced knowledge of building systems; familiarity with emergency response protocols

Other Requirements:     
A valid driver’s and proof of insurance 

Required Skills:        
Digital dexterity  
Strong communication and interpersonal skills
Strong organizational, planning, and prioritization abilities
Ability to work with minimal supervision
Problem solving and critical thinking 

Desired Skills:         
Advanced facility management knowledge

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.  The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Physical Requirements:

[This job requires the ability to perform the essential functions contained in the description.  These include, but are not limited to, the following requirements.  Reasonable accommodations may be made for otherwise qualified applicants unable to fulfill one or more of these requirements]:

•    Physical Stamina and Strength: Ability to stand, walk, bend, kneel, reach, crouch, and move throughout the facility for extended periods. Must be able to lift and carry up to 50 pounds and push or move items greater than 50 pounds, including office furniture, supplies, and maintenance equipment, with occasional assistance required for heavier loads.

•    Manual Dexterity and Tool Operation: Ability to operate hand and power tools for various maintenance tasks, such as wall patching, painting, furniture relocation, and equipment installation, while maintaining attention to detail and precision.

•    Climbing, Reaching, and Environmental Adaptability: Ability to climb ladders, reach overhead, and work in varied environments (e.g., noisy, dusty, or less comfortable areas). Must tolerate exposure to cleaning chemicals and maintenance products while performing routine tasks.

•    Hearing, Vision, and Emergency Response: Strong auditory and visual skills to assess alarms, mechanical issues, or safety concerns, and perform detailed inspections. Must be capable of quickly responding to emergency situations, moving swiftly through the facility, and assisting with evacuations or addressing facility-related issues. Effective verbal communication is essential, particularly in emergency situations, to relay information clearly and assist with coordination.

•    Office and Computer Tasks: Ability to access departmental files and enter information into a computer, with occasional prolonged periods of sitting. 

Working Conditions:

•    Primarily works in an office setting; occasional travel may be required
•    Frequent exposure to situations requiring exceptional interpersonal skills
•    Subject to frequent interruptions
•    May be required to work in outdoor weather conditions, including extreme temperatures, rain, humidity, or other environmental elements
•    Occasional work in high or precarious locations, such as ladders, for maintenance or repairs
•    Exposure to typical maintenance-related conditions, including dust, odors, fumes, and noise
•    Potential risks of minor injuries such as cuts, burns, electrical shocks, or similar hazards when handling maintenance tools or equipment
•    May require irregular hours, weekend work, or response to emergency situations outside of regular office hours 

Salary : $27