Facilities Operations Specialist Job Description [Updated for 2025]

In today’s fast-paced world, the importance of Facilities Operations Specialists has never been greater.

As businesses evolve, the need for skilled individuals who can manage, maintain, and optimize the physical environment of an organization grows ever stronger.

But what does a Facilities Operations Specialist truly entail?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of facilities operations,

You’re in the right place.

Today, we present a customizable Facilities Operations Specialist job description template, crafted for easy posting on job boards or career sites.

Let’s dive right into it.

Facilities Operations Specialist Duties and Responsibilities

Facilities Operations Specialists oversee the day-to-day operational maintenance and function of a building or facility.

They ensure the facility is safe, up to code, and fully operational.

They are tasked with the following duties and responsibilities:

• Oversee and coordinate the day-to-day operations of the facility
• Inspect buildings to identify maintenance issues such as clogged drains, leaky ceilings and malfunctioning electrical switches
• Coordinate with external vendors for various services such as landscaping, pest control, HVAC maintenance, etc.
• Ensure that all safety regulations are being followed both by employees and the facility itself
• Supervise maintenance and repair of facilities and equipment
• Oversee waste disposal and recycling
• Plan for future improvements and procure necessary supplies and equipment
• Manage and control facility operations budget, ensuring efficient use of resources
• Maintain records of all facility operations activities and report to upper management as necessary
• Ensure compliance with all local, state, and federal regulations and laws

 

Facilities Operations Specialist Job Description Template

Job Brief

We are in search of a dedicated Facilities Operations Specialist to oversee all building-related activities.

You will be responsible for preserving the good condition of infrastructure and ensure that facilities are safe and well-functioning.

The ideal candidate will be well-organized and able to optimize the use of space and equipment while reducing operating costs.

Leadership abilities and phenomenal efficiency can set you apart among our candidate pool.

 

Responsibilities

• Inspect buildings, equipment, and systems to identify any issues
• Repair malfunctioning equipment units and broken structures
• Conduct regular inspections to ensure that all risks are dealt with
• Develop and implement proactive maintenance programs
• Manage facilities projects, such as renovations or moves
• Manage all outsourced facility service contracts
• Ensure compliance with health and safety regulations
• Manage and oversee physical security systems
• Prepare reports on facilities’ conditions and operations
• Manage facilities’ budgets

 

Qualifications

• Proven experience as a facilities operations specialist or similar role
• Well-versed in technical/engineering operations and facilities management best practices
• Knowledge of basic accounting and finance principles
• Excellent verbal and written communication skills
• Excellent organizational and leadership skills
• Good analytical/critical thinking
• BSc/BA in Facility Management, Engineering, Business Administration or relevant field
• Relevant professional certification (e.g. CFM) will be an advantage

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Facilities Operations Specialist
• Work Environment: This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The role may also require occasional physical labor.
• Reporting Structure: Reports to the Facilities Operations Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $65,000 minimum to $85,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Facilities Operations Specialist Do?

Facilities Operations Specialists typically work for a wide range of businesses and organizations, including corporations, educational institutions, medical facilities, and government agencies.

Their primary responsibility is to manage and maintain the physical environment of an organization.

This may include tasks such as overseeing cleaning and maintenance, ensuring safety and compliance with regulations, managing waste disposal, and coordinating renovations or space planning projects.

They work closely with various teams within the organization, including security, maintenance, and administrative staff, to ensure the facility is safe, functional, and meets the needs of the employees and visitors.

Facilities Operations Specialists also manage contracts with external vendors for services such as landscaping, pest control, or waste disposal.

They are responsible for monitoring these contracts to ensure vendors are meeting their obligations and that services are provided in a cost-effective manner.

Additionally, they may be responsible for managing the organization’s physical assets, such as furniture, equipment, and vehicles.

This can involve keeping an inventory, arranging for repairs or replacements, and planning for future needs.

They also play a crucial role in emergency preparedness, ensuring that the organization has plans in place for disasters such as fires or floods, and coordinating drills and training for staff.

Overall, the role of a Facilities Operations Specialist is to ensure that the organization’s physical environment supports its operations and strategic objectives.

 

Facilities Operations Specialist Qualifications and Skills

A proficient Facilities Operations Specialist should possess the following qualifications and skills that align with the role:

• Sound knowledge of facilities management and building operations to ensure a safe, efficient and comfortable workplace.
• Strong organizational skills for managing and prioritizing multiple tasks, such as routine maintenance, repairs and inspections.
• Problem-solving skills to assess, diagnose and resolve facility issues in a timely and cost-effective manner.
• Interpersonal and communication skills to effectively liaise with various stakeholders, such as contractors, staff, and suppliers, and to clearly explain maintenance and operational procedures.
• Technical skills to understand and use building management systems, tools, and equipment effectively.
• Basic understanding of health and safety regulations to ensure compliance in all operations and activities within the facility.
• Ability to perform physical tasks, such as lifting heavy objects or operating machinery.
• Project management skills to oversee facility upgrades or improvements, ensuring they are completed on time and within budget.

 

Facilities Operations Specialist Experience Requirements

Entry-level candidates for the Facilities Operations Specialist role typically have at least 1 to 2 years of experience, often gained through internships or part-time roles in facilities management or related fields.

These professionals may also have on-the-job experience in roles such as Building Maintenance Technician, Assistant Facilities Manager, or other operationally-focused roles.

Candidates with more than 3 years of experience often develop their technical skills and understanding of facilities operations in entry-level roles.

This may include experience in areas such as building maintenance, energy management, safety procedures, and compliance with industry regulations.

Those with over 5 years of experience are likely to have more in-depth knowledge of facility operations and management.

They may also have some leadership experience, including coordinating teams, handling vendor contracts, and planning and executing facilities projects.

Such candidates may be well-prepared for more senior roles within the field.

Additionally, experience with specific facilities management software and relevant certifications, such as the Certified Facility Manager (CFM) credential, can strengthen a candidate’s qualifications.

 

Facilities Operations Specialist Education and Training Requirements

Facilities Operations Specialists typically require a bachelor’s degree in facilities management, business administration, or a related field.

They should have a fundamental understanding of facilities operations such as maintenance, construction, and property management.

Some positions may also require knowledge in areas such as health and safety regulations or sustainability practices.

Specialists in this field often need to have some experience in managing facilities, which can be gained through entry-level positions or internships.

Certain positions may require certifications from professional organizations such as the International Facility Management Association (IFMA) or the Building Owners and Managers Association (BOMA).

These certifications indicate a specialist’s proficiency in specific areas of facilities management, such as project management, sustainability, or leadership.

Continued professional development is essential in this role, and Facilities Operations Specialists may choose to pursue further education or advanced certifications.

This not only helps them to stay abreast of the latest trends in facilities management but also signals their commitment to their professional growth.

 

Facilities Operations Specialist Salary Expectations

A Facilities Operations Specialist earns an average salary of $60,694 (USD) per year.

This salary may fluctuate based on factors such as years of experience, the size of the facility, the location of the facility, and the employing company.

 

Facilities Operations Specialist Job Description FAQs

What skills does a Facilities Operations Specialist need?

Facilities Operations Specialists should have strong organizational and problem-solving skills to manage the daily operations of a facility effectively.

They need to have a good understanding of facility management processes, health and safety regulations, and property management.

They should possess strong communication and interpersonal skills to interact effectively with facility staff, contractors and other stakeholders.

 

Do Facilities Operations Specialists need a degree?

While it’s not always a requirement, many employers prefer Facilities Operations Specialists to have a bachelor’s degree in facility management, business administration, or a related field.

However, extensive experience in facilities management can sometimes substitute for formal education.

Professional certifications in facilities management can also be beneficial.

 

What should you look for in a Facilities Operations Specialist resume?

A Facilities Operations Specialist’s resume should reflect a strong background in facilities management, including knowledge of building maintenance, safety regulations, and property management.

Look for experience in project management and contract negotiation, as these are key aspects of the role.

Certifications such as the Certified Facility Manager (CFM) or Facility Management Professional (FMP) can also indicate a candidate’s expertise and commitment to the profession.

 

What qualities make a good Facilities Operations Specialist?

A good Facilities Operations Specialist is a strategic thinker with excellent problem-solving skills.

They are able to anticipate issues and take preventative measures to ensure the smooth running of the facility.

They are good communicators, able to liaise effectively with staff, contractors, and other stakeholders.

A successful Facilities Operations Specialist is also adaptable, able to respond quickly and effectively to any issues that may arise.

 

What are the daily duties of a Facilities Operations Specialist?

A Facilities Operations Specialist’s daily duties may include overseeing building maintenance, managing contracts and service providers, ensuring compliance with health and safety regulations, coordinating space planning and utilization, and preparing reports on facility operations.

They may also be involved in budget planning and management, and in some cases, emergency planning and response.

 

Conclusion

So, there you have it.

Today, we’ve given you a behind-the-scenes look at what it truly entails to be a Facilities Operations Specialist.

And guess what?

It’s not just about managing facilities.

It’s about ensuring a seamless operational environment, one task at a time.

With our comprehensive Facilities Operations Specialist job description template and real-world examples, you’re all prepared to take the next step.

But why stop there?

Dive deeper with our job description generator. It’s your secret weapon for creating precision-tailored listings or fine-tuning your resume to perfection.

Remember:

Every operational task is a part of the bigger picture.

Let’s create that efficient workplace. Together.

How to Become a Facilities Operations Specialist (Complete Guide)

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