Job Description

The Facilities Specialist is responsible for the upkeep, maintenance, and efficient operations of buildings, equipment, and grounds within their assigned NEFCO region. The Facilities Specialist will work to ensure the availability and reliability of all NEFCO operational equipment and will facilitate the maintenance, cleanliness, safety, and security of NEFCO locations. This position requires periodic travel to NEFCO locations and reports to the Senior Director of Corporate Assets.

The Facilities Specialist will handle everything from routine maintenance and repairs to coordinating with contractors and managing emergency situations, often acting as the primary point of contact for facilities-related issues. Their duties can include preventative maintenance, responding to service requests, and ensuring compliance with safety regulations.

Responsibilities

• Performing preventative maintenance on building systems (electrical, plumbing, HVAC, etc.), making repairs to building components and structures, and coordinating specialized trades for more complex issues.
• Overseeing the general upkeep of facilities, including grounds, security systems, utilities, and other structures.
• Receiving and prioritizing maintenance requests, assigning work orders, and tracking their completion.
• Responding to emergencies related to fire, security, or other building issues, and ensuring proper procedures are followed.
• Coordinating with external contractors for specialized services, obtaining bids, and overseeing project completion.
• Ensuring facilities adhere to building codes, safety regulations, and other relevant standards.
• Maintaining records of maintenance activities, service requests, and other relevant data.
• May be involved in managing budgets for facility maintenance and repair projects.
• Active collaboration with NEFCO Safety Manager to ensure facilities have deployed all required safety equipment.
• Ensure compliance with all facility operating leases
• Ensure all NEFCO locations are documented (Playbooks)
• Continually cultivate vendors to support NEFCO’s expanding footprint
• Provide contract management, administration, and negotiations as required
• Monitor the Facilities ticket portal to ensure prompt resolution of issues.
• Ensure detailed and accurate files of all equipment used throughout the company.
• Assist logistics managers and staff throughout the company to address repair and maintenance issues in a timely manner.
• Function as a company liaison to receive and respond to service issues pertaining to all NEFCO locations with respect to lawncare, snow, ice, waste management, plumbing, electrical, HVAC, access control, and janitorial concerns.
• Manage access control to facilities, including key issuance and alarm codes
• Participate as a member of the NEFCO Safety Committee; ensure corrective action
• Additional duties and/or special projects, as assigned

Requirements

Qualifications and Experience

• Previous experience with Facilities Management across multiple locations is required
• Knowledge of building systems (HVAC, electrical, plumbing, etc.), maintenance procedures, and safety protocols
• Ability to diagnose issues, identify solutions, and implement them effectively
• Understanding of relevant building codes, safety regulations, and other compliance requirements
• Proficiency with Microsoft Office Suite - we heavily rely on Excel, Outlook, Teams, and PowerPoint to communicate internally
• Excellent interpersonal, organizational, and communication skills
• Action oriented with the ability to (re)prioritize and multitask effectively, picking up where you left off without missing a beat
• Ability to learn and retain information quickly, and understand general upstream/downstream implications
• Strong sense of urgency and bias for action