Facilities Specialist

Washington, DC
Jul 08, 2019
Sep 06, 2019
Full Time
Application Instructions

Please list all professional experience and explain any gaps in employment history.

Job Description

Facilities Administration
  • Process vendor invoices by ensuring invoice accuracy, submitting them to the Wells Fargo Invoice Manager tool and coordinating budget coding
  • Coordinate communication between property management and internal stakeholders (e.g., share Hines building updates with HR team for internal communication purposes)
  • Assist the Manager in working closely with vendors, contractors, and architects to keep projects progressing on schedule.
  • Ensure timely resolution of facilities-related issues by monitoring tickets on Hines's AwareManager system, as well as tracking Help Desk tickets
  • Proactively identify maintenance issues (carpet stains, window treatments, missing lights, etc.) by performing daily walkthroughs and report them to Hines by submitting tickets on Hines's AwareManager system.
  • Ensure timely resolution of facilities-related issues after business hours by collaborating with Hines security and cleaning staff
  • Coordinate occasional facilities trainings as requested by staff (e.g., recycling)

Vendor Management
  • Ensure timely restocking of supplies by monitoring facility product levels, making recommendations for ordering, placing orders and following up with vendors on an as needed basis
  • Make reservations via EMS system for loading dock and freight elevator access for vendor deliveries

Facilities Maintenance
  • Install equipment such as banners, pictures, whiteboards, standing desks, keyboard trays and monitors
  • Assist employees with jammed drawers by pick-opening locked cabinets, extracting broken keys, and ordering new keys through a locksmith
  • Perform other facility maintenance duties, such as restocking kitchen and restroom supplies; accepting, assembling, and delivering facilities-related equipment; discarding trash; delivering copy paper to each department; replacing framed posters, etc.
  • Perform workstation audits as necessary to ensure accuracy of seat assignments
  • May perform basic carpentry, patching and painting work
  • May be responsible for building equipment and facilities maintenance work

  • Provide setup for and support during events (including evening events); ensure events space cleanliness by performing regular walk-throughs

  • High School Diploma or equivalent required
  • Prior experience with general building maintenance highly preferred i.e. HVAC
  • Strong organizational, communication and customer service skills
  • Ability to work well with others and multitask in a deadline-driven environment
  • Proficiency in MS Word, Excel and Outlook
  • Ability to lift and/or move up to 25 pounds

Similar jobs