Facilities Management Specialist

SUMMARY

The Facilities Management Specialist (FMS) supports operational coordination, customer service, administrative functions, maintenance planning, and Computerized Maintenance Management System (CMMS) administration for the Facilities Department.

The FMS serves as a central coordination point for departmental communications, work order processing, records management, vendor coordination, purchasing support, compliance documentation, and operational workflow support. This position works closely with Facilites leadership, the Physical Plant team, Grounds, Custodial, contractors, vendors, building leads, and campus stakeholders to support the efficient operation of campus facilities and infrastructure.

The FMS assists in the development, implementation, monitoring, and documentation of deferred and preventative maintenance programs while supporting the Physical Plant team in monitoring facility systems and coordinating corrective maintenance activities. The position also supports facilities planning initiative, maintenance scheduling, asset tracking, safety documentation, customer communications, and departmental operational processes.

This position serves as a lead customer service representative for the Facilities Department and plays an important role in advancing the College's Maroon & Gold Standards (MGS) and Human First philosophy through responsive service, proactive communication, relationship building, and operational stewardship. The FMS is expected to foster positive and collaborative working relationships with campus building leads, departments, vendors, contractors, and other stakeholders through professionalism, approachability, timely follow-up, and consistent customer support.

The successful candidate must demonstrate a strong customer focus, commitment to prompt and professional responses, attention to detail, technical aptitude, organizational skills, and the ability to proactively identify and resolve operational concerns in a fast-paced environment. The position is expected to help create a responsive, organized, service-oriented operational culture aligned with the College's mission, values, and commitment to service excellence. These functions are performed by the duties outlined below.

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

* The FMS reviews manufacturer's operation manuals to determine optimum frequency of preventative maintenance and implements plans based on those standards.

Customer Service, Communication & Operational Coordination

* Serve as a primary point of contact for the Facilities Department by greeting visitors, answering phones, responding to customer inquiries, and assisting campus departments, vendors, contractors, and external partners.

* Monitor and manage the Facilities Service Center inbox and departmental customer communications.

* Enter, assign, update, and track work orders within the Computerized Maintenance Management System (CMMS).

* Assist with work order triage, workflow coordination, and communication follow-up regarding service requests.

* Support departmental customer service initiatives and operational communication efforts.

* Communicate facility service interruptions, outages, operational updates, and project notifications to campus stakeholders.

* Maintain an environment of open communication with customers, colleagues, vendors, contractors, and affiliates.

* Resolve differences constructively and tactfully while treating others with professionalism and respect.

* Focus on customer needs, customer satisfaction, and relationship development while supporting departmental standards of exemplary customer service, ethics, integrity, and Human First engagement.

* Build proactive working relationships with campus building leads and departmental stakeholders to improve communication, service responsiveness, issue identification, and operational coordination.

* Maintain consistent follow-up and prompt response times related to customer requests, operational concerns, and work order communications.

* Assist in identifying opportunities to improve customer experience, communication workflows, and departmental responsiveness.

CMMS, Maintenance Planning & Facilities Operations Support

* Serve as a CMMS superuser and assist with system administration, workflow coordination, reporting, and user support.

* Support the development, implementation, and monitoring of deferred and preventative maintenance programs.

* Assist the Physical Plant team in monitoring facility systems, equipment performance, preventative maintenance schedules, and corrective maintenance activities.

* Review manufacturer operation manuals and maintenance documentation to assist in determining recommended preventative maintenance frequencies and procedures.

* Assist with maintaining asset information, equipment records, maintenance histories, and facilities documentation within the CMMS.

* Generate and review work order, maintenance, and operational reports.

* Assist…