Environmental Quality & Facilities Specialist

National Aquarium • Baltimore, MD

5d • Onsite

About The Position

The National Aquarium is seeking an Environmental Quality & Facilities Specialist to provide program management and administrative and operational support to the VP of Environmental Quality and Facilities and the Facilities Operations, Life Support, and Capital Planning departments. The position facilitates cross-departmental project communications from kickoff through closeout, manages calendars, communications, and priorities, and owns recurring facilities and budget programs, including integrated pest management (IPM), vendor service contracts, invoicing, and compliance tracking. The Specialist works with the VP, division directors, and project managers, and coordinates with Finance, Animal Care, the executive team, and outside contractors. Contractor access, building work, and pest control can affect live animal exhibits, so the role contributes directly to animal welfare and the guest experience.

The position manages vendor programs and compliance calendars; supports fleet administration, audits, accreditation, and sustainability reporting; and administers the Aquarium’s IPM program. It coordinates facilities, capital, and exhibit projects, maintains project schedules and records, and prepares status reports. The Specialist also supports purchasing, invoicing, contract administration, budget preparation, division meetings, documentation, work-order systems, and safety training, including work on the institution’s Chemical Hygiene Program. The role must follow applicable safety regulations and Aquarium policies and support the organization’s mission.

The position is full-time and on-site at the National Aquarium’s Pier 3 location and ACRC location in Baltimore, Maryland. The listed annual salary range is $45,000–$55,699.

Requirements

• Three to five years of administrative, project coordination, or operations support experience; facilities, engineering, zoo, aquarium, museum, or hospital experience is ideal.
• Demonstrated ability to coordinate multiple deadlines at once and follow through reliably.
• Experience managing vendors, service contracts, and scheduled programs, such as facilities management, life support, controls systems, pest management, or inspections.
• Demonstrated collaboration and communication skills with diverse teams and departments.
• Proficiency with systems and tools related to finance, reporting, work orders, facilities management, and project management.
• Familiarity with purchasing, invoicing, and budget tracking.
• Strong written and verbal communication skills and comfort working across departments, skill levels, management, trades, and scientific staff.
• Excellent organization, attention to detail, and discretion when handling confidential information.

Responsibilities

• Manage recurring vendor service programs, including waste and recycling, elevator and escalator, fire and life safety inspections, HVAC, controls, life support, and chemical plans; coordinate schedules, renewals, and performance tracking.
• Maintain a compliance and inspection calendar for permits, certifications, and regulatory filings, and flag upcoming deadlines to responsible staff.
• Assist fleet managers and the Building Operations Director with Aquarium fleet administration, including invoice processing and registration tracking.
• Support accreditation, audit, and sustainability reporting, including AZA and energy- and water-use reporting, through data collection and documentation.
• Manage the Aquarium’s integrated pest management program, including the pest-control contractor, interdepartmental processes with Animal Care and Animal Health, service visits, sightings and service logs, approved-product lists, and Safety Data Sheets; ensure pesticide use near exhibits follows Aquarium protocols and applicable regulations.
• Partner with project managers to facilitate facilities, capital, and exhibit projects from kickoff through closeout.
• Build and maintain project schedules, trackers, and dashboards using tools such as Smartsheet, Microsoft Project, Asana, and Asset Essentials.
• Track project submittals, requests for information, change orders, permits, and closeout documents, including warranties, O&M manuals, and as-builts.
• Prepare project status updates and summary reports for the VP and leadership.
• Process purchase requisitions, purchase orders, invoices, and credit-card reconciliations; track spending against division budgets.
• Request and compare quotes, route contracts and certificates of insurance for approval, and track contract expirations.
• Assist with annual operating and capital budget preparation.
• Manage calendars, meetings, and travel, and prioritize requests for strategic work.
• Prepare agendas, take and distribute meeting notes, and track action items to completion.
• Draft, edit, and format correspondence, reports, presentations, and leadership materials.
• Coordinate division-wide meetings, trainings, onboarding logistics, and team events.
• Maintain organized shared files, SharePoint and Teams sites, and division documentation.
• Administer and monitor the work-order/CMMS system; assist with routing, tracking, and closing work orders in collaboration with work-group managers and directors.
• Build reports and simple dashboards on work-order volume, program activity, and project status.
• Keep procedures, SOPs, contact lists, and program documentation current.
• Maintain safety-training records and coordinate required division training, including LOTO, confined space, and chemical handling.
• Work with the VP of Environmental Quality and Facilities to create and maintain the institution’s Chemical Hygiene Program.
• Follow applicable OSHA, pesticide, and chemical-handling regulations and Aquarium safety programs.
• Support the company mission and adhere to organizational and departmental policies and procedures.
• Perform other duties as assigned or required.

Benefits

• Four weeks of paid time off.
• Six paid floating holidays.
• Up to four weeks of paid family leave.
• Health care coverage for single and family plans after 30 days of full-time work.
• Conservation day leave.
• 401(k) plan with employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed