Title of Position: Facilities Specialist     

Department: Facilities                                        

Reports to: AVP, Real Estate & Facilities

FLSA Status: Exempt   

Salary: $52,000 per year       

Positions reporting to this position: None 

 

Purpose of the Position 

The Facilities Specialist supports the Operations by ensuring the effective, efficient, and compliant operation of district facilities. This role is responsible for coordinating facilities related activities, maintaining accurate records, supporting vendors and procurement processes, and providing on-site and support for routine, urgent, and emergency facilities operations.

 

The Facilities Specialist regularly interfaces with schools, departments, employees, vendors, contractors, public officials, parents, and community members and is expected to conduct all interactions professionally while maintaining confidentiality of sensitive and privileged information.

 

Responsibilities: 

Plan, organize, and prioritize facilities-related work in an effective and efficient mannerCoordinate and track facilities service requests, maintenance activities, and operational work ordersOrganize, manage, and maintain general and confidential facilities files and records in accordance with established policies and procedures, including electronic record security and backupsMonitor timelines and ensure completion of facilities projects, repairs, and service requestsPerform special assignments, studies, inspections, and routine facilities functions as directedCommunicate work directives and service requests to internal staff and external vendors; monitor progress and follow up as requiredSchedule and coordinate facilities-related meetings, site visits, inspections, and vendor appointmentsExercise initiative and independent judgment when addressing facilities issues and operational needsWelcome and assist vendors, contractors, inspectors, and visitors; ensure compliance with access and security proceduresScreen incoming facilities-related correspondence and telephone calls; route appropriately and track responsesCompile, track, and coordinate facilities data, including maintenance logs, vendor documentation, and service reportsUse technology to prepare correspondence, reports, work summaries, and documentation related to facilities operations Independently draft and edit written communication related to facilities mattersPrepare materials for facilities meetings, audits, inspections, and conferencesAssist in the preparation of statistical, operational, and narrative facilities reportsSupport facilities-related budget tracking and planning activitiesProvide backup support to the Procurement Coordinator as needed, including vendor coordination and documentationDrive to district facilities and sites as required, including urgent or emergency operational situationsProvide on-site administrative, logistical, and coordination support during emergency facilities situations as directedPerform other duties as assigned to support facilities and operationsPerform other related duties. 

   

Qualifications: 

Commitment to Win’s mission, vision, and values. Demonstrated experience serving in Administrative Assistant capacity for 2+ years.  Basic knowledge of Microsoft Office tools. Must attend required internal and external meetings as well as trainings assigned by the supervisor. Must meet a minimum requirement of High School Diploma/GED.

 

Core Competencies: 

Leading Others: Assists with the implementation of initiative and escalates issues appropriately.  Facilitating Change: Proposes new approaches, methods or technologies to improve services to clients.   Managing Performance:  Monitors performance against predetermined standards set by Win and funders.  Applying and Developing Expertise: Takes client issues to the appropriate people within the organization to obtain the most accurate information to meet the client’s needs. Communicating and Collaborating: Must understand and embody Win’s values and Code of Conduct.  Must communicate effectively verbally and in writing.   

 

                         

 

 

 

 

 

WIN’S DIVERSITY, EQUITY & INCLUSION HIRING COMMITMENT

 

Our most effective service to our community comes from a diverse mix of minds, backgrounds and experience. As a result, we are committed to cultivating an inclusive work environment.  Win actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. 

 

We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law.