Facilities Specialist

Description

Supervisory Responsibilities: NA 

Position Type and Expected Work Hours: Full-Time | 40 hours per week. Onsite required.

Travel: Light travel to facilities within the greater Portland area 

Purpose: 

The Facilities Specialist collaborates with the Operations Team, Maintenance Team, Property Management Team, and Finance Team of New Narrative to ensure effective operations of New Narrative facilities and assets. The Facilities Specialist will serve as the primary point of contact to coordinate with vendors and internal teams to complete preventative and reactive maintenance requests. They will be responsible for communicating project timelines and key milestones to internal and external contributors and will ensure timely and accurate work. This role will oversee our computerized maintenance management system to maintain all portfolio assets, system settings and user profiles. The Facilities Specialist will manage and maintain accounts related to security, utilities, vehicles, landscaping, and others to ensure service standards are met. This role will report to the Sr Facilities Manager and will support construction, capital improvement, and general building maintenance projects to meet budget requirements and project timelines.  

Essential Functions: 

Maintenance Management: 

• Collaborate with Sr. Facilities Manager and Maintenance Manager on general maintenance scheduling, and execution, communicating project milestones with internal and external stakeholders. 

• Receive and triage routine maintenance and repair requests, strategizing solutions and communicating to project collaborators. 

• Manage purchasing and procurement of maintenance equipment, replacement parts, and other facility goods and materials.   

• Coordinate and oversee preventative and reactive repairs and maintenance on HVAC, plumbing, electrical, and other building systems. 

• Support Sr Facilities Manager on capital improvement and other construction management projects. 

Vendor Management: 

• Coordinate and schedule building repair, maintenance, and improvement projects in collaboration with internal and external contributors. 

• Identify, evaluate, and select vendors for facility maintenance and services. 

• Negotiate contracts and service agreements with vendors to ensure cost-effectiveness and quality. 

• Manage vendor relationships and monitor performance to ensure adherence to service level agreements. 

Computerized Maintenance Management System: 

• Oversee the lifecycle of maintenance requests, collaborating and communicating with maintenance team members, as applicable. 

• Manage general system upkeep, keeping all assets current, adding new assets, and managing user accounts and system settings. 

• Establish and maintain preventative maintenance schedules for building systems, equipment, and vehicles. 

Account Management: 

• Manage and maintain account information for security systems, utility accounts, vehicle fleet, janitorial, landscaping, and others. 

• Audit existing accounts to eliminate duplication of services and search for cost savings. 

• Collaborate with Sr. Facilities Manager to create and automate recurring annual service contracts. 

Budget Management: 

• Support with processing and reconciliation of invoices 

• Assist in developing and managing the facilities budget, including forecasting, expense tracking, and reporting. 

• Identify cost-saving opportunities and recommend strategies to optimize facility-related expenditures. 

• Monitor expenses and ensure adherence to budgetary constraints. 

Emergency Response: 

• Serve as one of the points of contact for facility-related emergencies and incidents. 

• Coordinate with relevant stakeholders and authorities during emergency situations. 

Competency: 

Collaborative: Incumbent works collaboratively and respectfully with many teams, including ability to work cross-culturally, adaptively, and with those of varying experience levels. 

Integrity: Work is performed honestly and ethically. 

Attention to detail: Job is performed carefully, accurately and thoroughly. 

Dependability: Incumbent is reliable, responsible, and dependable; fulfills obligations. 

Initiative/Independence: Incumbent can effectively direct their own work without frequent supervision. Incumbent is willing to take on responsibility and challenges. 

Cooperation: Incumbent demeanor is pleasant and helpful to others and displays a cooperative attitude. 

Analytical thinking: Work is performed by analyzing information and using logic to address issues and problems. 

Adaptability: Incumbent is open to change, flexibility, and to considerable variety in the workplace. 

Required Education and Experience: 

• Associate’s degree or higher in Facilities Management, construction, Business Administration, or related field. 

• 2 years of relevant work experience in facilities management, maintenance, or related field. 

• Strong computer literacy and experience managing vendor relations. 

• Ability to manage workload with minimal supervision, demonstrating initiative and creative thinking. 

• Proficient knowledge of MEP systems, maintenance practices, and industry standards. 

• Excellent organizational, problem-solving, and decision-making skills. 

• Ability to effectively prioritize tasks and manage multiple projects simultaneously. 

• Strong interpersonal skills, and ability to effectively communicate in person, over the phone, and in writing. 

Preferred Education and Experience: 

• 3 years' experience working as a systems administrator on a high functioning team. 

• Experience in project management, construction, or related field. 

• Strong knowledge of residential or commercial building systems, maintenance practices, and regulatory requirements. 

• Proficiency in computerized maintenance management systems (CMMS), FMX preferred. 

• Strong knowledge of Microsoft 365, Asana, and secure document handling. 

Additional Eligibility Requirements: 

• Must have ability to effectively communicate in English both verbally in person and over the phone and in writing. 

• Must have ability to effectively utilize computer technology and learn new computer applications. 

• Must be familiar and comfortable with various Microsoft applications including, but not limited to, Outlook, Word, Excel, SharePoint, OneDrive, and Teams 

• Strong administrative skills 

• Strong organizational and forecasting skills 

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. 

Qualifications