A facilities specialist, also sometimes called a facilities coordinator, usually works as part of a team responsible for various tasks related to building maintenance for a business. Facilities specialists may carry out a number of duties, including mail operations and shipping, conference planning, and repairs and maintenance. These employees may also be responsible for various aspects of employee safety, including coordinating emergency responses and educating staff on best practices. Depending on the level of responsibility, a facilities specialist may also supervise other members of the group.
Facilities specialists primarily responsible for mail coordination or shipping and receiving may carry out a number of daily tasks. They may deliver incoming mail to employees and coordinate outgoing mail. In some cases, the job description may include developing procedures for handling interoffice and postal mail, as well as providing assistance to employees who need to send packages or other items.
If conference planning is the primary function of a facilities specialist, the job duties may include coordinating all aspects of meetings and functions for the office. This may include ordering catering and business supplies, scheduling conference rooms and ordering any needed equipment, and assisting any outside meeting attendees. This type of facilities job may also require coordination of any technical or audio/visual functions that need to occur.
Performing building repairs and maintenance is another potential responsibility for a facilities employee. The job may require a person to respond directly to requests and perform the repairs. It may also involve taking employee requests and routing them to another department or outside vendor for resolution. Maintaining a database or electronic tracking system to log these types of activities may also be part of the position.
Facilities specialists may also be responsible for developing and updating employee safety and emergency response policies. They might develop specific policies for evacuations, provide notification of building closures, or administer first aid to injured employees. In addition to developing the policies, a facilities specialist may also hold employee training and information sessions about them. They can also be responsible for maintaining building equipment such as emergency defibrillators or fire extinguishers and replacing them as needed.
In a supervisory role, a facilities specialist may be responsible for managing other facilities staff and hiring new employees. They may be the primary contact on the facilities team for other company employees. They can also be responsible for representing the facilities group to senior-level personnel.