Facilities Specialist

Facilities Specialist (Project Management)
Facilities Specialist (Project Management)

Nature of Work:

The Facilities Specialist supports the safe, efficient, and reliable operation of 3

Rivers facilities, grounds, and agency vehicles. This position performs routine maintenance and light-duty repairs,assists with facility improvement projects, coordinates outside vendors and contracted services, and responds to seasonal and emergency maintenance needs.

The Facilities Specialist works independently under the direction of the Director of Facilities and serves asa primary contact for facility and vehicle service vendors. The position requires regular and proactive communication with leadership, employees, contractors, and vendors to ensure maintenance concerns and projects are addressed safely, promptly, and within approved budgets.

• Plan, prioritize, and independently complete routine repairs and preventive maintenance at 3
  
  Rivers-owned and leased properties.
• Perform light-duty maintenance and repair work, including basic carpentry, painting, plastering, fixture replacement, and similar general maintenance activities.
• Support the maintenance, servicing, and repair of agency vehicles.
• Conduct routine inspections of facilities, grounds, equipment, and vehicles toidentifymaintenance needs, safety hazards, or necessary repairs.
• Address maintenance concerns within the scope of the position and coordinate qualified contractors when specialized or licensed work is required.
• Maintain tools, equipment, supplies, and work areas ina safe, clean, and organizedcondition.
• Notify the Director of Facilities promptly of emergency maintenance needs, significant property damage, safety hazards, or repairs requiring immediate attention.

• Serve as a primary contact for service vendors, including appliance repair technicians, heating service providers, vehicle repair shops, plumbers, electricians, office cleaning contractors, and other service professionals.
• Coordinate access to facilities and communicate the scope, scheduling, and operational needs associated with vendor work.
• Monitor contracted services to help ensure work is completed safely, on schedule, within the approved scope, and within budget.
• Maintain proactive communication with the Director of Facilitiesregardingvendor performance, project delays, changes in scope,additional expenses, and unresolved concerns.
• Review completed vendor work and coordinate appropriate follow-upwhen work does not meet agency expectations or project requirements.
• Maintain professional and productive relationships with vendors, contractors, property owners, and property-managementrepresentatives.

• Assist the Director of Facilities with facility renovations, repairs, improvements, equipment replacement, and other assigned projects.
• Obtain a minimum of two written estimates for facility projects valued between $3,500 and $9,999.
• Obtain a minimum of three written estimates for facility projects valued at $10,000 or more.
• Present estimates, supporting information, and recommendations to the Director of Facilities for review and approval before work begins.
• Monitor project schedules, expenses, and completion status.
• Promptly report potential budget concerns, unexpected expenses, delays, or proposed changes in project scope.
• Ensure work is not authorized outside the approved scope or budget without prior authorization from the Director of Facilities.
• Maintain applicable estimates, purchase records, invoices, warranties, service reports, and project documentation.

• Maintain lawns, small trees, shrubs, walkways, parking areas, driveways, and exterior spaces at assigned 3
  
  Rivers properties.
• Safely operatelawn-care, snow-removal, and othergrounds-maintenance equipment.
• Adjust the work schedule during inclement weather to provide snow removal, shoveling, sanding, salting, cleanup, and related services.
• Maintain safe access to entrances, exits, walkways, driveways, and parking areas at assigned owned and leased properties.
• Monitor weather-related facility conditions and notify the Director of Facilities of significant concerns, property damage, or access issues.
• Flex the work schedule as needed to address urgent, weather-related, emergency, or high-priority assignments.

• Maintainaccurateandtimelyrecords of facility and vehicle inspections, maintenance requests, repairs, preventive maintenance, vendor services, and completed work.
• Track outstanding maintenance needs and ensure appropriate follow-upis completed.
• Documentidentifiedhazards, corrective actions, unresolved concerns, and vendor recommendations.
• Maintain receipts, estimates, invoices, warranties, equipment manuals, service records, and other facility-related documents.
• Use agency-approved systems and computer applications tomaintainrecords and communicate project updates.
• Protect confidential and sensitive information in…