Facilities Operations Specialist
Description
Position Title: Facilities Operations Specialist
Department: Facilities
Reports to: Director of Operations & Customer Experience
FLSA Designation: Full-Time, Non-Exempt
Supervises: No direct reports; coordinates vendors and contractors as assigned
POSITION PURPOSE:
The Facilities Operations Specialist supports the safe, efficient, and reliable operation of The Hanover Theatre & Conservatory’s facilities, including the theatre, Conservatory, event spaces, and administrative areas. The position performs and coordinates preventive maintenance, minor repairs, routine inspections, building systems monitoring, vendor services, emergency preparedness, and event-related facility support. Working collaboratively with the Facilities and Building Supervisor and other departments, the Specialist exercises independent judgment to address maintenance concerns, identify risks, and recommend cost-effective solutions within established policies and approval authority.
ESSENTIAL FUNCTIONS:
The following list of essential job functions is not exhaustive and may be supplemented as necessary.
Building Maintenance and Operations
1. Perform and coordinate routine building maintenance, minor repairs, furniture assembly, minor construction, and preventive maintenance across organizational facilities.
2. Respond promptly to building issues, maintenance requests, and facility emergencies, resolving concerns within assigned authority and escalating as necessary.
3. Develop and maintain preventive maintenance schedules, equipment service logs, inspection records, work orders, and repair documentation.
4. Monitor building conditions, identify recurring maintenance issues, and recommend corrective actions, equipment replacements, and facility improvements.
5. Maintain the organization, cleanliness, and safe storage of facilities equipment, tools, supplies, workspaces, and storage areas.
Building Systems and Safety Compliance
6. Coordinate required inspections, testing, and maintenance of fire alarms, extinguishers, standpipes, fire pumps, sprinklers, and other building systems using appropriately licensed or qualified vendors where required.
7. Monitor HVAC equipment through the Automated Logic building management system, adjusting approved operating schedules and settings for occupancy, performances, events, comfort, and energy efficiency.
8. Coordinate service and maintenance involving HVAC, plumbing, elevators, electrical systems, fire protection, access control, and security systems.
9. Maintain inspection and service records, track deficiencies, and coordinate corrective actions with internal personnel and external providers.
10. Partner with the Director of Operations & Customer Experience to maintain and implement emergency preparedness procedures, fire evacuation plans, and safety protocols.
11. Support weather-related facility needs, including snow and ice response, flooding prevention, and emergency building preparation.
Vendor and Contractor Coordination
12. Serve as a primary point of contact for assigned maintenance, cleaning, and building service vendors; coordinate schedules, monitor service quality, and communicate deficiencies.
13. Monitor cleaning schedules, sanitation standards, supply inventory, and facility conditions.
14. Assist with vendor proposals, service agreements, purchasing, inventory tracking, and expense monitoring under established approval procedures.
15. Coordinate contractor access, scheduling, and worksite readiness for approved building maintenance and repairs.
Event and Operational Support
16. Coordinate and assist with facility setup and breakdown for performances, rehearsals, Conservatory classes, rentals, and special events, including tables, chairs, portable bars, and equipment.
17. Collaborate with the Facilities and Building Supervisor, Front of House, Production, Conservatory, Events, and other departments on operational readiness and facility needs.
18. Communicate maintenance concerns, project updates, service interruptions, and operational risks to the Director of Operations & Customer Experience.
19. Support after-hours building emergencies and operational needs, including occasional evening, weekend, and holiday assignments as scheduled or required.
20. Perform other duties as assigned consistent with the position.
21. Adhere to the organization’s values in interactions with staff, volunteers, and the public.
22. Comply with organizational rules and regulations for the safe and efficient operation of all spaces.
SKILLS AND SPECIFICATIONS:
The employee must demonstrate the following knowledge, skills, and abilities and perform essential functions to a high level of competency, with or without reasonable accommodation.
- Working knowledge of commercial building operations, preventive maintenance, and general facility repairs.
- Familiarity with HVAC, plumbing, electrical, fire protection, and building security systems.
- Ability to operate or learn building automation systems, including Automated Logic.
- Strong troubleshooting, problem-solving, organizational, communication, and time management skills.
- Ability to independently assess maintenance concerns, prioritize work, and exercise sound judgment.
- Experience coordinating vendors, contractors, service schedules, and maintenance activities.
- Ability to maintain accurate work orders, inspection records, maintenance logs, and inventory documentation.
- Proficiency with Microsoft Word, Excel, Outlook, and general computer systems.
- Ability to work effectively and respectfully across departments and with external service providers.
- Working knowledge of applicable workplace safety procedures and building regulations.
- Commitment to organizational values, teamwork, accessibility, and a positive guest experience.
PHYSICAL REQUIREMENTS AND WORK SCHEDULE:
The physical demands described here are representative of those required to perform essential functions, with or without reasonable accommodation.
- Ability to lift, carry, push, or move equipment and supplies weighing up to 50 pounds, with appropriate assistance or mechanical equipment when necessary.
- Ability to stand and walk for extended periods, climb stairs, bend, kneel, reach, crouch, crawl, push, and pull.
- Ability to safely use ladders, hand tools, and approved maintenance equipment consistent with training and safety requirements.
- Ability to work in mechanical rooms, storage areas, event spaces, and other building environments.
- Availability for occasional early mornings, evenings, weekends, and holidays based on operations and performance schedules.
- Participation in scheduled after-hours emergency response or on-call coverage as assigned; all hours worked, including qualifying remote response, must be accurately recorded and compensated under applicable law and policy.
EDUCATION AND QUALIFICATIONS:
- High school diploma or equivalent required.
- Three to five years of relevant facilities maintenance, building operations, or commercial property maintenance experience required.
- Demonstrated experience performing general repairs and coordinating preventive maintenance.
- Experience with commercial HVAC systems, building automation, fire protection systems, or related equipment preferred.
- Experience coordinating external vendors and contractors preferred.
- OSHA 10 certification or relevant safety training preferred.
- Valid driver’s license preferred if required for assigned job-related travel.
- An equivalent combination of education, training, and relevant experience may be considered.