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

• Serve as primary point of contact for Facilities by greeting visitors, answering phones, and responding to customer inquiries.
• Monitor and manage the Facilities Service Center inbox and departmental customer communications.
• Enter, assign, update, and track work orders within CMMS.
• Assist with work order triage, workflow coordination, and follow‑up regarding service requests.
• Support customer service initiatives and operational communication efforts.
• Communicate facility service interruptions, outages, operational updates, and project notifications to campus stakeholders.
• Maintain open communication with customers, vendors, contractors, and affiliates.
• Resolve differences constructively while treating others with professionalism and respect.
• Focus on customer needs, satisfaction, and relationship development while supporting exemplary customer service and ethics.
• Build proactive working relationships with campus building leads and stakeholders to improve communication, service responsiveness, and operational coordination.
• Maintain consistent follow‑up and prompt response times for customer requests and work order communications.
• Assist in identifying opportunities to improve customer experience and workflow effectiveness.

• Serve as a CMMS super‑user and assist with system administration, workflow coordination, reporting, and user support.
• Support development, implementation, and monitoring of deferred and preventative maintenance programs.
• Assist Physical Plant team in monitoring facility systems, equipment performance, and maintenance schedules.
• Review manufacturer manuals to determine recommended preventative maintenance frequencies.
• Assist with maintaining asset information, equipment records, maintenance histories, and facility documentation within CMMS.
• Generate and review work order, maintenance, and operational reports.
• Assist with workflow improvements, reporting enhancements, and operational efficiencies.
• Support infrastructure condition assessments and energy reduction initiatives.
• Assist with defining work priorities and coordinating maintenance schedules and support requests.
• Support development and implementation of cyclical maintenance and renovation programs based on facility standards and operational priorities.

• Manage incoming and outgoing departmental mail and deliveries.
• Organize and maintain electronic and physical filing systems.
• Maintain departmental staffing calendars, time‑off calendars, and scheduling records.
• Coordinate interior building and office signage requests, inventory, ordering, and updates.
• Coordinate departmental office supply inventory and ordering.
• Maintain facilities records, construction documentation, service records, project files, and operational documentation.
• Maintain compliance records for OSHA, MIOSHA, SDS, and other regulatory requirements.
• Maintain centralized online Safety Data Sheet records for campus access.
• Assist with maintaining emergency contact lists and departmental communication records.
• Assist with maintaining Facilities Department website content and training resources.

• Coordinate vendor invoice processing and payment preparation.
• Match invoices with packing slips and supporting documentation, verify purchase order information, and code invoices using approved…