Building and Facilities Specialist

Building and Facilities Specialist

• Facilities Management
• Maintain relationship with and be first point of contact for property management.
• Schedule and oversee maintenance and repair of office facilities, equipment (including HVAC, printers, coffee makers, dishwashers, etc), and systems.
• Work with Quality Assurance Department to ensure compliance with health, safety, and environmental regulations.
• Monitor and maintain building systems, including HVAC, electrical, plumbing, and security systems.
• Facilitate purchasing, relocation, and assembly of office furniture and equipment.
• Oversee office seating arrangements (together with HR department and management).
• Fleet Management
• Administer company vehicle fleet, including coordinating allocation by employees/visitors, scheduling maintenance, inspections, repairs, registration, and insurance.
• Advise executive management regarding decisions in reference to the fleet.
• Track usage, manage service schedules, and ensure cost-effective fleet operations.
• Insurance & Compliance
• Coordinate insurance coverage for facilities and fleet.
• Maintain accurate records and ensure timely renewals of policies.
• Ensure facilities comply with local regulations, safety standards, and environmental requirements in coordination with the Health and Safety team.
• Conduct regular inspections and address any hazards or deficiencies promptly in coordination with the Health and Safety team.
• Emergency Preparedness
• Develop and maintain emergency response plans.
• Conduct regular safety drills and training for staff.
• Ensure availability and functionality of emergency equipment.
• Physical Security
• Work closely with IT team to coordinate access control systems, including key cards and visitor management.
• Being a back-up for security systems such as cameras and alarms.
• Coordinate with security vendors and ensure compliance with security protocols.
• Conduct regular audits of physical security measures and address vulnerabilities.
• Vendor & Contract Management
• Manage vendor and contractor relationships for cleaning, security, HVAC, and other facility related services.
• Review and negotiate contracts and quotes from vendors to ensure cost-effectiveness and compliance.
• Maintain vendor performance standards and resolve service issues promptly.
• Project Management
• Plan, coordinate, and oversee both large and small office buildout projects.
• Ensure adherence to design specifications, safety standards, and company requirements.
• Lead office layout planning, moves, and workspace optimization.
• Office Equipment & Amenities
• Oversee maintenance of coffee machines and other office appliances.
• Ensure common areas are well-stocked and operational.
• Inventory and restock of office and kitchen supplies.
• Support preparing company events.
• Budget & Reporting
• Prepare, manage, and maintain facilities budget of maintenance activities and vendor contracts.
• Monitor expenses and provide regular reports to management.
• Other Duties
• Support sustainability initiatives and energy efficiency projects.
• Handle ad hoc facilities-related requests from staff and management.

• • Associate or Bachelor’s degree in Facility Management, Engineering, or related field.
  • Minimum 3 years of experience in facility operations or maintenance.
  • Knowledge of building systems, safety regulations, and preventive maintenance programs.
  • Strong organizational and problem-solving skills.
  • Ability to manage multiple tasks and work independently.
  • Certification in Facility Management (e.g., IFMA CFM or FMP).
  • Familiarity with sustainability and energy efficiency practices.

Benefits: We are committed to supporting our mission through the following employee benefits: • Medical, Dental, and Vision Insurance • Health Savings Accounts • Competitive 401(k) Plan with company match and immediate vesting • Employee Life Insurance & AD&D • Company-paid Short-Term and Long-Term Disability Insurance • Employee Assistance Program • Generous holidays, including a full week off from December 25 to January 1 • PTO that scales with tenure and sick leave • Company-sponsored team-building activities to boost morale and productivity. • Bonus Plan

Benefits: We are committed to supporting our mission through the following employee benefits: • Medical, Dental, and Vision Insurance • Health Savings Accounts • Competitive 401(k) Plan with company match and immediate vesting • Employee Life Insurance & AD&D • Company-paid Short-Term and Long-Term Disability Insurance • Employee Assistance Program • Generous holidays, including a full week off from December 25 to January 1 • PTO that scales with tenure and sick leave • Company-sponsored team-building activities to boost morale and productivity. • Bonus Plan

Katherine Maclean-Blevins

Talent Acquisition | Katie.MACLEAN-BLEVINS@frequentis.com | Social media contact

we create a kind of wonder

to make the world a safer place.