Facilities Operations Specialist

University of Florida•Gainesville, FL

20h•Onsite

About The Position

The Facilities Operations Specialist is responsible for the day-to-day operational performance of all building systems and shared infrastructure, ensuring a safe, efficient, and client-ready environment. This role also leads capital improvement and renovation projects from planning through closeout, ensuring delivery on time, on budget, and to specification. Additionally, the specialist acts as the primary safety and compliance lead for assigned facilities and drives continuous improvement, performance measurement, and service quality across all facility operations.

Requirements

Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience; or an equivalent combination of education and experience.
For some positions assigned to this class, special qualifications may be added to the minimum, such as appropriate professional registration or certification.
A Valid Florida Driver’s License is required.
Criminal background check is required.

Nice To Haves

Project Management Professional (PMP) or Certified Associate in Project Management (CAPM), or a willingness to obtain within the first 12 months of employment.
Three to five years of experience in multi-tenant, laboratory, or research facility operations.
Demonstrated success managing contractors, capital projects, and preventive maintenance programs, including biomedical and hazardous waste removal.
Familiarity with mechanical, electrical, and plumbing systems and UF facilities processes.
Proven ability to implement process improvements and performance metrics.

Responsibilities

Serve as operational owner of HVAC, electrical, plumbing, lighting, access control, security, and environmental monitoring systems.
Plan and execute interior refresh projects, including painting, flooring, finishes, and minor renovations with minimal disruption.
Coordinate signage, furniture installation, workspace reconfiguration, and lab readiness activities to ensure seamless operations.
Establish, document, and enforce preventive maintenance schedules and service contracts to ensure optimal performance and reliability.
Monitor environmental conditions (temperature, humidity, air quality) and respond promptly to system alerts.
Serve as first responder for building alarms, system failures, and emergency maintenance events.
Maintain lifecycle documentation, warranties, and asset records for building systems and finishes.
Ensure exterior grounds, landscaping, and building appearance reflect UF standards of stewardship and professionalism.
Independently scope, plan, schedule, and track capital and renovation projects.
Develop project scopes, cost estimates, schedules, and risk mitigation plans to ensure effective project management and delivery.
Serve as the on-site authority for contractors and vendors, ensuring compliance with quality, safety, and schedule standards.
Coordinate with UF Facilities Services, PD&C, EH&S, Procurement, and Finance to resolve issues and remove barriers.
Hold vendors and internal stakeholders accountable for deliverables and timelines.
Maintain comprehensive project documentation, accurate cost tracking, and thorough closeout records to ensure a seamless project closure.
Provide technical guidance related to lab infrastructure, shared equipment, and building systems integration.
Serve as EH&S liaison for laboratories and shared research spaces.
Lead safety inspections, audits, corrective actions, and compliance tracking.
Oversee autoclave, BSC, and/or fume hood certifications/validation (if applicable), waste streams, sterilization processes, and emergency preparedness.
Maintain safety documentation, training records, certifications, and inspection logs to ensure compliance and adherence to regulations.
Respond decisively to safety alerts, alarms, and incidents, ensuring proper resolution and reporting.
Define, track, and report facility KPIs (e.g., system uptime, response time, preventive maintenance completion, project delivery, cost control).
Use data to identify trends, risks, and opportunities for operational improvement.
Develop SOPs, templates, and standardized workflows to reduce variability and risk.
Ensure a consistently welcoming, responsive, and customer-centric experience for all facility users.
Champion sustainability, lifecycle planning, and long-term asset value preservation.