Facilities Operations Specialist

FACILITIES OPERATIONS SPECIALIST

The Opportunity:
This role will support Facilities & Services operations and initiatives across the organization’s Michigan and Florida locations. Coordinate department programs, facilities projects, vendors, and administrative activities while supporting building services, financial processes, and day-to-day department operations.

What You’ll Do:

Receive and process all department invoices, ensuring each invoice is accurately assigned to the appropriate team member for review and processing.
Review, electronically file and code department invoices, including invoices related to new branches, mergers and acquisitions, and monthly lease payments.
Lead small to medium department projects supporting building services, new branch openings, and mergers and acquisitions.
Research and order specialty materials to support department and organizational needs.
Administer the organization’s non-critical key program.
Monitor vendor performance and feedback, address deficiencies or issues, and escalate as needed.
Support department budget and expense monitoring, including credit card activity and monthly budget reviews.
Support vendor and contract administration, including third-party risk reviews, vendor setup, documentation, and contract renewals.
Maintain facilities documentation and budget forecasting for programs including fleet vehicles, HVAC, asphalt, and concrete systems across Michigan and Florida.
Support facilities inspection programs, including fire alarm and elevator testing, retention ponds, and stormwater management.
Maintain department procedures and serve as the primary contact for department software and technology needs.
Maintain facilities documentation, including emergency response plans, infrastructure improvement logs, facility profiles, building drawings, and project closeout records.
Act as primary backup to the Facilities Administrative Specialist.
Perform other duties as assigned.

What You’ll Need:

Associate degree in a related field or equivalent combination of education and experience.
Three years of related experience in facilities, building services, property management, or a similar operational function.
Experience coordinating vendors, contractors, projects, or facilities-related services.
Proficient in Microsoft 365.
Demonstrated analytical and problem-solving skills.
Able to initiate and embrace change.
Excellent interpersonal skills, including written and verbal communication, and ability to work in a team environment.