Facilities Specialist

Commercial Facilities AssistantDepartment: FacilitiesLocation: Morrisville, NCReports To: Facilities and Real estate ManagerSchedule: Monday–Friday, 8:00 a.m. – 5:00 p.m. (with flexibility for after-hours emergencies as needed)Position SummaryThe Commercial Facilities Manager is responsible for the safe, efficient, and cost-effective operation and maintenance of one or more commercial properties (office, lab, network, or mixed-use) in Morrisville, NC. This role oversees building systems, vendor relationships, maintenance programs, capital projects, and compliance with all relevant regulations to ensure a high-quality experience for employees, visitors, and other stakeholders.Key ResponsibilitiesFacilities Operations & MaintenanceOversee daily operation of building systems, including HVAC, electrical, plumbing, life safety, elevators, and security systems.Implement and improve existing preventive maintenance schedules to minimize downtime and extend asset life.Coordinate and supervise in-house technicians and external service providers for repairs and routine maintenance.Respond to and resolve facilities-related work orders and emergencies in a timely manner.Ensure facility appearance standards (common areas, parking, landscaping, signage, exterior facade).Vendor & Contractor ManagementManage third-party vendors (cleaning, coffee/snacks, security, mechanical, etc.).Negotiate service contracts, monitor performance, and ensure adherence to scope, budget, and SLAs.Oversee contractor work, ensuring compliance with safety standards and building rules.Budgeting & Cost ControlTrack expenses, review invoices, and identify cost-saving and efficiency opportunities.Health, Safety, & Regulatory ComplianceEnsure compliance with local, state, and federal building codes, fire/life safety regulations, ADA requirements, and environmental standards.Maintain and test life safety systems (alarms, sprinklers, extinguishers, emergency lighting) per code.Lead or support health and safety initiatives, inspections, and risk assessments; maintain accurate compliance documentation.Serve as primary point of contact for inspections, audits, and regulatory agencies.Employee & Stakeholder RelationsAct as main facilities point of contact for building occupants; address concerns, service requests, and escalations.Communicate planned maintenance, outages, and projects, minimizing operational impact.Collaborate with HR, IT, Security, and other internal teams to support a safe, efficient, and productive workplace.Projects & Capital ImprovementsPlan and manage facility-related projects (renovations, system upgrades, fit-outs, energy-efficiency initiatives).Develop project scopes, obtain bids, manage schedules and budgets, and oversee execution to completion.Coordinate with architects, engineers, and contractors; ensure projects meet quality, safety, and regulatory requirements.Sustainability & Energy ManagementMonitor utility consumption and implement strategies to reduce energy, water use, and waste.Recommend and support sustainability initiatives and certifications (e.g., Environmental Management System (EMS), spill prevention, control, and countermeasure (SPCC)plan.Analyze building performance data to improve operational efficiency.Administration & DocumentationMaintain accurate records of maintenance activities, inspections, warranties, equipment logs, and building plans.Support business continuity and emergency response planning, including drills and documentation.QualificationsEducation & ExperienceHighschool diploma and Trade school in Architecture, Facility Management, Electronics, HVAC or Finance.2+ years of experience in commercial facilities or property management, building operations, or related field.Experience supporting corporate office or technology-intensive environments strongly preferred.Certifications (Preferred)Relevant trade or safety certifications (OSHA 30, HVAC/Electrical license, etc.) are a plus.Technical SkillsWorking knowledge of building systems (HVAC, electrical, plumbing, fire/life safety, BMS/BAS).Proficiency with work order/helpdesk systems.Strong MS Office skills (Excel, Word, Outlook, PowerPoint).Ability to read and interpret technical drawings, specifications, and equipment manuals.Core CompetenciesStrong organizational and project management skills; able to manage multiple priorities and deadlines.Demonstrated vendor management skills.Solid financial acumen: cost control and invoice management.Excellent communication and interpersonal skills; capable of building effective relationships with internal customers and external partners.Problem-solving mindset with a focus on safety, reliability, and customer service.Ability to work on-site in Morrisville, NC and respond to after-hours emergencies.Physical ability to conduct property inspections, including walking, ladder climbing, and occasional lifting within reasonable limits.Key Performance Indicators (KPIs)Employee/occupant satisfaction scores and response times to work orders.Adherence to operating and capital budgets; realized cost savings.Completion rates of preventive maintenance on schedule.Compliance metrics (inspection results, violations, incident rates).Downtime of critical building systems and time-to-resolution for issues.Progress on energy and sustainability targets.No subvendors or C2C