Facilities Assistant

University of Maryland•College Park, MD

About The Position

The Facilities Coordinator plays a central role in ensuring a well-maintained, safe, and efficient work environment. This position supports daily facilities operations, serves as a liaison between internal teams and service providers, and ensures timely execution of work orders, supply management, office setups, and facility-related services. The role is hands-on, customer-focused, and essential to the seamless functioning of the workplace. Key Responsibilities & Expanded Duties: 1. Facilities Liaison Support (20%) Act as the first point of contact for staff regarding facilities-related concerns and service needs. Coordinate and communicate with internal departments, building management, and external vendors to ensure issues are addressed efficiently. Maintain a strong presence in the office to proactively identify potential maintenance or service needs. 2. Facilities Work Orders (20%) Submit and monitor facilities work orders (e.g., plumbing, electrical, HVAC, repairs). Track progress and ensure completion within established timeframes. Maintain records of all work orders, including issue descriptions, resolutions, and service timelines. 3. Key Management and Pick-Up (5%) Manage distribution and return of office keys, keycards, and building access tools. Maintain a secure log of key inventory and user assignments. Coordinate access for new hires, vendors, and contractors. 4. Office and Furniture Setup/Maintenance (5%) Assist in planning and executing office moves, workstation set-ups, and space reconfigurations. Assemble, repair, or coordinate repairs for desks, chairs, and other office furniture. Support ergonomic and accessibility needs by facilitating equipment adjustments or upgrades. 5. Welcome Gifts for New Hires (2%) Organize and prepare welcome kits for onboarding employees. Collaborate with HR to align with onboarding timelines. 6. Junk Removal and Disposal (10%) Coordinate the removal of unused furniture, outdated equipment, and general office clutter. Arrange for appropriate recycling or donation efforts where applicable. Maintain cleanliness and functionality in common and storage areas. 7. Enter and Track IT Work Orders (5%) Submit IT service tickets on behalf of staff for hardware/software issues or setup needs. Follow up on ticket progress and provide updates to requesters. Collaborate with the IT department to ensure smooth execution of tech-related tasks. 9. Signage and Name Tags (5%) Create, order, and install employee name tags, door signs, and directional signage. Maintain updated signage reflecting current office layout and department locations. Coordinate temporary signage for events, meetings, or space reassignments. 10. Pinnacle System Requests (3%) Submit and manage requests through the Pinnacle (or other FM system) for DIT Use the system to document work history and generate status reports as needed. 11. Housekeeping Liaison (5%) Serve as the contact for janitorial services, overseeing daily cleaning schedules and special requests. Report cleanliness issues and ensure compliance with sanitation standards. Schedule deep cleanings and manage vendor access to secure areas. 12. Assist with Event Setups and Breakdowns (10%) Support the planning and physical setup of internal meetings, employee events, and external visits. Arrange and move tables, chairs, signage, and A/V equipment. Assist with cleanup and resetting of spaces post-event. 13. Closure Preparation (e.g., Fridge Cleanout) (5%) Communicate and coordinate pre-holiday or long-weekend office closures. Organize fridge cleanouts, appliance maintenance, and disposal of perishables. Post signage and reminders to staff regarding shared space expectations. 14. Temporary and Permanent Building Signage (5%) Install and update signage for new departments, relocated teams, or branded content. Coordinate design and professional printing when required. Ensure signage complies with building codes, accessibility guidelines, and company branding.

Requirements

High School Diploma or GED
3 years experience providing administrative support.
Applicants may be required to complete the institution's required skills assessment to be considered. Some positions require specific skills such as word processing, spreadsheet, presentation, database, email or calendaring software, and Internet proficiency.
General knowledge of and skill in the practical application of generally accepted office practices and procedures.
Ability to communicate effective both orally and in writing.
Ability to proofread and edit written documents.
Skill in various computer software packages, such as word processing, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
Ability to understand and follow oral and written instructions.
Ability to interact effectively with internal and external parties in a courteous and efficient manner.
Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Responsibilities

Act as the first point of contact for staff regarding facilities-related concerns and service needs.
Coordinate and communicate with internal departments, building management, and external vendors to ensure issues are addressed efficiently.
Maintain a strong presence in the office to proactively identify potential maintenance or service needs.
Submit and monitor facilities work orders (e.g., plumbing, electrical, HVAC, repairs).
Track progress and ensure completion within established timeframes.
Maintain records of all work orders, including issue descriptions, resolutions, and service timelines.
Manage distribution and return of office keys, keycards, and building access tools.
Maintain a secure log of key inventory and user assignments.
Coordinate access for new hires, vendors, and contractors.
Assist in planning and executing office moves, workstation set-ups, and space reconfigurations.
Assemble, repair, or coordinate repairs for desks, chairs, and other office furniture.
Support ergonomic and accessibility needs by facilitating equipment adjustments or upgrades.
Organize and prepare welcome kits for onboarding employees.
Collaborate with HR to align with onboarding timelines.
Coordinate the removal of unused furniture, outdated equipment, and general office clutter.
Arrange for appropriate recycling or donation efforts where applicable.
Maintain cleanliness and functionality in common and storage areas.
Submit IT service tickets on behalf of staff for hardware/software issues or setup needs.
Follow up on ticket progress and provide updates to requesters.
Collaborate with the IT department to ensure smooth execution of tech-related tasks.
Create, order, and install employee name tags, door signs, and directional signage.
Maintain updated signage reflecting current office layout and department locations.
Coordinate temporary signage for events, meetings, or space reassignments.
Submit and manage requests through the Pinnacle (or other FM system) for DIT Use the system to document work history and generate status reports as needed.
Serve as the contact for janitorial services, overseeing daily cleaning schedules and special requests.
Report cleanliness issues and ensure compliance with sanitation standards.
Schedule deep cleanings and manage vendor access to secure areas.
Support the planning and physical setup of internal meetings, employee events, and external visits.
Arrange and move tables, chairs, signage, and A/V equipment.
Assist with cleanup and resetting of spaces post-event.
Communicate and coordinate pre-holiday or long-weekend office closures.
Organize fridge cleanouts, appliance maintenance, and disposal of perishables.
Post signage and reminders to staff regarding shared space expectations.
Install and update signage for new departments, relocated teams, or branded content.
Coordinate design and professional printing when required.
Ensure signage complies with building codes, accessibility guidelines, and company branding.