Facilities Operations Specialist

ICF • Reston, VA

7d • Onsite

About The Position

The Facilities Operations Specialist supports the delivery of facilities services through coordination of service requests, purchasing activities, and administrative processes. This role helps ensure facilities operations run efficiently by maintaining records, monitoring service activities, and collaborating with internal teams and service providers.

Requirements

• 1+ years of experience in facilities operations, administrative support, procurement support, or a related field
• High School Diploma or equivalent
• Strong organizational skills and attention to detail
• Basic to intermediate proficiency in Microsoft Excel and SharePoint
• Ability to manage multiple tasks and deadlines
• Strong communication and customer service skills
• Ability to work on-site in the Reston office as required

Nice To Haves

• Experience supporting administrative, purchasing, or facilities-related activities preferred

Responsibilities

• Assist with coordinating day-to-day service provider activities across facilities services (e.g., maintenance, janitorial, workplace services).
• Monitor service activities and communicate updates to appropriate stakeholders.
• Escalate service issues to management as needed.
• Assist with purchase order creation and tracking.
• Review invoices for completeness and route for approval.
• Work with Procurement and internal teams to resolve routine discrepancies.
• Maintain facilities records, tracking tools, and documentation.
• Follow established procedures and support consistent execution of facilities workflows.
• Assist with updating process documentation and job aids.
• Provide administrative support for facilities projects and initiatives.
• Track service requests and work order status to support timely completion.
• Assist with scheduling and coordinating service activities.
• Maintain operational reports and tracking logs.
• Compile information and provide status updates to Facilities team members.
• Work closely with Facilities, Procurement, and service providers to support service delivery.
• Assist with onboarding activities for new service providers.
• Support service transitions, vendors change and performance remediation efforts in collaboration with internal stakeholders.
• Manage vendor performance and service delivery across assigned sites and service lines, ensuring contractual obligations, service line expectation and operational standard are consistently achieved in support of uptime, safety, quality and business continuity objectives.
• Monitor vendor performance and operational execution, identifying gaps and risks and implementing improvement strategies to enhance service quality and reliability.

Benefits

• We will consider for employment qualified applicants with arrest and conviction records.
• Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process.
• Read more about workplace discrimination rights or our benefit offerings which are included in the Transparency in (Benefits) Coverage Act.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED