Environmental Quality & Facilities Specialist

National Aquarium • Baltimore, MD

6d • $45,000 - $55,699 • 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 oversees recurring facilities and budget programs, including integrated pest management (IPM), vendor service contracts, invoicing, and compliance tracking.

The specialist works closely with the VP, division directors, and project managers, and coordinates with Finance, Animal Care, the executive team, and outside contractors. Because contractor access, building work, and pest control affect live animal exhibits, the role contributes directly to animal welfare and guest experience.

The position is full-time and on-site at the National Aquarium's listed Baltimore locations. The stated annual salary range is $45,000–$55,699.

Requirements

• Three to five years of administrative, project coordination, or operations support experience; ideally in facilities, engineering, or a zoo, aquarium, museum, or hospital setting.
• Demonstrated experience coordinating multiple deadlines at once, with strong follow-through.
• 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 across 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, including comfort working across departments and with staff at different skill levels, management, trades, and scientific staff.
• Excellent organization, attention to detail, and discretion with confidential information.

Responsibilities

• Manage recurring vendor service programs, including waste and recycling, elevator and escalator service, fire and life safety inspections, HVAC, controls, life support, and chemical plans; oversee schedules, renewals, and performance tracking.
• Maintain compliance and inspection calendars 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, through data collection and documentation.
• Manage the Aquarium's integrated pest management program, including contractor management, interdepartmental processes with Animal Care and Animal Health, service scheduling, sightings and service logs, approved-product lists, Safety Data Sheets, and compliance with Aquarium protocols and applicable regulations near exhibits.
• Partner with project managers to coordinate 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, RFIs, change orders, permits, and closeout documents, including warranties, O&M manuals, and as-builts.
• Prepare 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 trainings, such as 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's 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