Facilities Specialist

JOB SUMMARY

The Facilities Specialist supports Facilities Management in maintaining safe, efficient, and well-functioning facilities across all Friend Health and HRDI locations. This position reports to the Facilities Manager and serves as the primary field resource for facility operations by conducting routine maintenance, assessing repair needs, coordinating vendors and contractors, preparing scopes of work, monitoring projects, performing facility inspections, and ensuring that maintenance activities are completed efficiently and documented accurately.

The Facilities Specialist performs routine maintenance and repairs that can be completed in-house while coordinating outsourced repairs requiring licensed trades or specialized contractors. This position plays a key role in maintaining regulatory compliance, improving facility conditions, and ensuring a positive environment for patients, staff, and visitors.

JOB DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

Facility Operations

• Perform routine maintenance and minor repairs involving plumbing, electrical, carpentry, painting, flooring, furniture, and building systems.
• Conduct routine facility inspections to identify maintenance needs, safety hazards, and operational deficiencies.
• Respond to maintenance requests and emergency repair situations in a timely manner.
• Assist with facility moves, office reconfigurations, furniture installation, and equipment relocation.
• Maintain building appearance and functionality throughout all assigned locations.

Project Coordination

• Evaluate facility repair requests and prepare written scopes of work for projects requiring outside contractors.
• Collect measurements, photographs, and other information necessary to obtain vendor quotations.
• Coordinate vendor site visits and assist with obtaining competitive bids in accordance with organizational procurement policies.
• Monitor contractor performance to ensure work is completed according to scope, schedule, budget, and quality expectations.
• Conduct project close-out inspections and identify punch-list items prior to final payment approval.

Preventive Maintenance

• Perform scheduled preventive maintenance inspections on building systems and equipment.
• Monitor preventive maintenance schedules and notify the Facilities Manager of upcoming service requirements.
• Identify opportunities to reduce equipment failures through proactive maintenance.

Vendor & Contractor Support

• Coordinate service calls with vendors and contractors.
• Maintain communication regarding project schedules and status.
• Verify completion of contracted work and document project outcomes.
• Assist with maintaining vendor files, warranties, and service records.

Documentation & Asset Management

• Maintain accurate maintenance records, work orders, inspection reports, and project documentation.
• Update asset inventories and equipment records as assigned.
• Document completed repairs and project activities within established timeframes.

Safety & Compliance

• Perform routine safety inspections.
• Identify hazardous conditions and immediately report significant concerns.
• Follow OSHA standards and organizational safety procedures.
• Assist with regulatory inspections and corrective action activities.

Customer Service

• Communicate professionally with staff regarding maintenance requests and project updates.
• Provide excellent customer service while minimizing disruption to patient care and business operations.
• Assist departments in resolving facility-related concerns promptly.

QUALIFICATIONS

• GED or High School Diploma required, some college preferred.
• HVAC, Electrical and Plumbing certifications a plus
• 3-5 years of equivalent work experience in a similar position.
• Ability to manage multiple projects simultaneously.
• Ability to work in a fast-paced environment.
• Strategic thinking and problem-solving abilities, with a focus on data-driven decision-making.
• Flexibility, adaptability, and a positive proactive approach to challenges.
• Knowledge of mechanical systems, electrical and plumbing principles required.
• Strong organizational skills, including detail orientation with strong follow-up and follow-through skills.
• Perform other duties as assigned.
• Valid Drivers License Required.

SMART GOALS

• Complete an initial assessment and written scope of work for 95% of assigned repair and maintenance projects requiring outside contractors within five business days of assignment.
• Coordinate assigned vendor activities from quote through project completion, ensuring 90% of projects are completed on schedule and all work is inspected before final approval.
• Complete or coordinate 90% of assigned work orders within established service levels, maintaining accurate documentation and timely communication with the Facilities Manager.
• Maintain complete documentation for assigned maintenance activities, vendor work, equipment records, and facility assets with 100% of records updated within one business day of project completion.
• Provide proactive operational support to the Facilities Manager by identifying facility issues, recommending solutions, assisting with project planning, and participating in at least one facility improvement initiative each quarter.

PHYSICAL REQUIREMENTS

The physical demands described are representative of those that must be met by an employee to successfully perform. The employee frequently is required to stand, walk, reach with hands and arms.

WORKING CONDITIONS

(The unavoidable, externally imposed conditions under which the work must be performed, and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses, and mental demands.) None known.

EMPLOYMENT CONDITIONS

This job description is to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate commensurate to the position. This document does not represent a contract of employment, and Friend Health - HRDI reserves the right to change this job description and /or assign tasks deemed as needed.

Friend Health – HRDI is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law.

In addition, Friend Health – HRDI provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process). Friend Health - HRDI supports the Pay Transparency Law as an equal opportunity employer.