Facilities Operations Specialist | South Portland, ME

Facilities Operations Specialist | South Portland, ME | Full-Time

Job Category: Administrative

Requisition Number: FACIL
004573

• Posted :
  February 23, 2026
• Full-Time

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The Facilities Operations Specialist is a primarily administrative and coordination-focused role that supports the effective, compliant, and consistent operation of Inter Med facilities. This position partners closely with the Facilities Manager to manage facilities-related systems, documentation, scheduling, and communication across multiple sites.

CORE RESPONSIBILITIES:

Facilities Operations Administration

• Serve as the primary administrative coordinator for Facilities operations, ensuring consistent workflows and documentation standards.
• Manage the day-to-day tracking and status communication of facilities service requests using the department’s service ticketing system.
• Coordinate scheduling and access for facilities-related activities across Inter Med sites.
• Provide direct administrative support to the Facilities Manager, including reporting, project tracking, and follow-up on assigned initiatives.
• Support access control via employee and vendor badging administration.

Regulatory Documentation & Records Management

• Maintain organized, accurate, and audit-ready documentation related to CMS, Life Safety, safety, and regulatory requirements.
• Track and manage preventive maintenance schedules, inspection records, and associated documentation.
• Support regulatory and documentation activities by ensuring required documentation is completed, retained, and accessible across platforms.
• Assist with preparation for internal reviews, external audits, and regulatory surveys related to facilities operations.
• Coordinate administrative aspects of contractor and vendor engagement, including scheduling, access coordination, and documentation.
• Monitor assigned service contracts for expiration dates, required documentation, and service schedules.
• Serve as an administrative liaison between Facilities, vendors, and internal stakeholders to support timely and compliant service delivery.

Occupancy & Space Coordination

• Coordinate Moves, Adds, and Changes (MAC) activities by supporting planning, scheduling, communication, and documentation.
• Maintain occupancy-related records, space assignments, and move documentation in coordination with the Facilities Manager.
• Support furniture moves and space changes by coordinating internal resources and external vendors, as directed.

Stakeholder Communication & Service Coordination

• Act as a primary point of contact for facilities-related inquiries from internal stakeholders, ensuring clear communication and appropriate routing.
• Proactively communicate service updates, timelines, and completion status to stakeholders.
• Coordinate with local agencies and utilities (e.g., fire departments, CMP) as appropriate for documentation, scheduling, or information exchange.

Systems & Data Management

• Maintain facilities records and data across multiple platforms, including SharePoint, Excel, and work management systems.
• Ensure accuracy, consistency, and version control of facilities-related information.
• Support continuous improvement of facilities processes, documentation standards, and administrative workflows.
• Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and Inter Med policies.
• Perform other duties to support the mission, vision and values of Inter Med.

MISSION AND VALUES:

• Support Inter Med’s mission to provide patient-centered primary care by ensuring facilities operations are organized, compliant, and responsive.
• Demonstrate professionalism, integrity, accountability, and teamwork in all interactions.
• Maintain strict confidentiality in alignment with HIPAA guidelines and Inter Med policies.
• Embrace change and continuous improvement to better serve patients, providers, and staff.
• Have fun as we carry out our mission to serve.

KNOWLEDGE, SKILLS, AND ABILITIES:

Education:

• Bachelor’s degree preferred, particularly in business administration, facilities management, healthcare administration, or a related field.

Experience:

• Minimum of three (3) years of experience in facilities…