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.