Facilities Specialist

Flatrock offers expertise in real estate facility management services including the day -to-day management of building operations, an extensive facility preventive maintenance program, and the innovative and strategic planning of facility capital improvements. Our goal is to provide a collaborative and customer-focused experience while maintaining and improving the integrity of the assets we manage. Our team of industry experts specializes in end-to-end development of projects from identifying raw land to facility design, construction, and financing. We have decades of know-how coupled with a forward-thinking approach, making us unmatched in the facility industrial space.Job Purpose The Facilities Specialist supports the efficient operation, maintenance and improvement of commercial properties. This role involves coordinating facility services, procuring facility contracts and ensuring compliance with safety, insurance, and building regulations. This role also demands strong relationship-building skills to foster and maintain professional, collaborative interactions with landlords, tenants, and service providersPrimary Job Duties Ensure all facilities have active and up-to-date contracts; maintain accurate tracking of contract status.Collaborate with the Facility Manager to develop and implement a standardized preventive maintenance program across all locations.Request, collect, and monitor certificates of insurance (COIs) for all building tenants.Assign, monitor, and follow up on facility maintenance tickets and service requests to ensure timely resolution.Communicate clearly and professionally with clients, subcontractors, and internal teams regarding project requirements, timelines, and updates.Safeguard sensitive company information and maintain confidentiality of all records.Coordinate with external vendors to ensure timely, high-quality delivery of facility services, including repairs, janitorial services, landscaping, and general upkeep.Review service contracts and lease agreements; manage service schedules and uphold quality standards.Provide support for office relocations, furniture installations, and space planning initiatives.Ensure compliance with building codes, safety regulations, and environmental standards.Maintain organized documentation for inspections, COIs, and contractor quality control.Position Requirements (REQUIRED/PREFERRED)High school diploma or a General Equivalency Diploma (GED) requiredAssociates or relevant Bachelor's degree preferredA minimum of 3 years of experience in administrative or tenant services capacity requiredProficient in administrative operations including data management, advanced reporting, document organization, calendar coordination, and internal/external communications Prior experience in customer service, demonstrating a commitment to delivering high-quality support and responsiveness required Solid understanding of building systems and maintenance protocols, with the ability to identify and address operational needsAttention to detail with a high degree of accuracySelf-motivated and resourceful, with strong analytical and problem-solving capabilitiesClear and professional communication skills, both written and verbal Skilled in Microsoft Excel, Word, and PowerPoint, with the ability to develop polished presentation materials; familiarity with Smartsheet is a plus Highly organized with a proven ability to prioritize and manage multiple projects in fast-paced environments Thrives in both independent and collaborative work settings, demonstrating initiative and teamwork Committed to maintaining confidentiality and handling sensitive information with discretionAdaptable and willing to take on additional responsibilities as business needs evolve

Created: 2025-09-28