Facilities Project Specialist

Getinge•Wayne, NJ

8d•$89,000 - $95,000•Onsite

About The Position

The Facilities Project Specialist is responsible for coordinating facilities projects, maintenance planning activities, workplace initiatives, and facilities systems administration across multiple locations. This role combines project management support, facilities operations, CMMS administration, maintenance planning, budget tracking, vendor coordination, and data analysis to ensure facilities projects and maintenance programs are executed efficiently, accurately, and in alignment with business objectives. The Facilities Project Specialist serves as a key liaison between Facilities, Finance, Procurement, HR, IT, Security, contractors, vendors, and business stakeholders. This position requires a strong understanding of facilities operations, building systems, maintenance workflows, project coordination, preventive maintenance programs, and financial controls. This role supports both strategic facility initiatives and day-to-day operational activities through structured planning, technical knowledge, reporting, and stakeholder communication.

Requirements

Bachelor's degree in Facilities Management, Engineering, Construction Management, Business Administration, Project Management, Architecture, or a related field preferred.
Equivalent combination of education and relevant facilities experience may be considered.
3-5 years of experience in facilities management, maintenance planning, project coordination, workplace services, building operations, construction administration, or related technical facilities roles.
Experience supporting facilities projects and maintenance operations simultaneously.
Experience utilizing CMMS and maintenance management systems.
Experience coordinating vendors, contractors, and cross-functional stakeholders.
Experience supporting budget tracking, procurement processes, and financial reporting preferred.
Strong understanding of facilities operations, maintenance planning, and building systems.
Proficiency in CMMS platforms such as BMRAM, Maximo, SAP, eMaint, ServiceNow, Oracle, or similar systems.
Advanced Microsoft Excel skills including: Pivot Tables, VLOOKUP/XLOOKUP, Data validation, Reporting and dashboards, Data analysis functions.
Ability to analyze budgets, spending reports, purchase orders, and project financials.
Knowledge of preventive maintenance programs, asset management, work order management, and KPI reporting.
Proficiency in Microsoft Office Suite, Outlook, Teams, SharePoint, and PowerPoint.
Strong documentation and records management capabilities.

Responsibilities

Coordinate and support facilities-related projects, including office renovations, workspace reconfigurations, capital improvements, infrastructure upgrades, maintenance initiatives, site openings, relocations, expansions, and closures.
Develop and maintain project plans, schedules, timelines, budgets, and project tracking tools.
Monitor project milestones, deliverables, risks, dependencies, and resource requirements.
Facilitate project meetings, prepare agendas, document action items, and track follow-up activities.
Coordinate project activities among Facilities teams, vendors, contractors, architects, consultants, and internal stakeholders.
Support project implementation while minimizing business disruption.
Maintain project records, approvals, contracts, permits, closeout documents, and supporting documentation.
Assist with project budget tracking, invoice management, purchase order monitoring, and project reporting.
Support maintenance planning activities for facility infrastructure, utilities, and critical building systems.
Coordinate preventive maintenance schedules and track completion status through CMMS systems.
Assist Facilities leadership with planning weekly, monthly, quarterly, and annual maintenance activities.
Monitor maintenance backlogs, work order aging, recurring equipment issues, and maintenance performance trends.
Support site readiness, facility improvement, and operational enhancement initiatives.
Assist with facility assessments, space utilization reviews, and workplace planning projects.
Ensure compliance with company standards, safety requirements, maintenance procedures, and applicable regulations.
Administer and maintain CMMS records, including asset data, work orders, preventive maintenance schedules, and equipment documentation.
Monitor system accuracy and ensure maintenance records remain current and complete.
Generate reports related to maintenance performance, PM completion, asset history, backlog management, and equipment reliability.
Support continuous improvement efforts within CMMS and facilities management systems.
Maintain equipment records, technical documentation, service histories, and compliance records.
Apply technical facilities knowledge to support planning, scheduling, tracking, and vendor coordination activities involving HVAC systems, Boilers and chillers, Air compressors, Building automation systems, Electrical distribution equipment, Emergency generators, Fire protection and life safety systems, Plumbing systems, Exhaust and ventilation systems, Dock equipment and overhead doors, Cleanroom and manufacturing support utilities, General building infrastructure.
Review maintenance records, service reports, vendor recommendations, and inspection findings to support issue tracking and follow-up.
Assist in identifying equipment-related risks, maintenance gaps, and operational concerns requiring escalation.
Develop and maintain dashboards, KPIs, scorecards, and performance reports for facilities operations and projects.
Analyze project schedules, maintenance performance, budgets, work order data, and operational metrics.
Track maintenance backlog, PM compliance, equipment reliability trends, vendor performance, and service levels.
Prepare reports and presentations for Facilities leadership and stakeholders.
Utilize Excel and reporting tools to create meaningful analysis and operational visibility.
Monitor project budgets, maintenance expenditures, purchase orders, and invoice processing.
Maintain budget tracking tools and spending reports.
Track PO balances, invoice status, vendor billing, and budget utilization.
Coordinate with Finance, Procurement, and Accounts Payable to resolve discrepancies and ensure timely payment processing.
Support capital expenditure requests, business cases, and approval documentation.
Assist with CERA and project approval routing, tracking, and documentation management.
Serve as a primary point of contact for project and maintenance-related communications.
Coordinate vendor activities, service schedules, onboarding requirements, invoices, contracts, and performance reviews.
Follow up on open vendor actions, corrective actions, service reports, and technical documentation.
Build effective relationships with Facilities, HR, IT, Security, Operations, Procurement, Finance, and external service providers.
Communicate maintenance schedules, project timelines, facility disruptions, and project updates to stakeholders.
Prepare and distribute facilities communications regarding planned maintenance, outages, renovations, repairs, emergency events, and operational impacts.
Maintain accurate documentation, trackers, logs, records, approval documents, and project files.
Ensure version control and appropriate retention of facilities documentation.
Track open actions, owners, due dates, status updates, and closure documentation.
Support standardization of facilities project management and maintenance planning processes.
Identify opportunities to improve operational efficiency, reporting accuracy, budget management, and maintenance effectiveness.
Participate in workplace optimization, sustainability, asset management, and facilities improvement initiatives.
Recommend process improvements that enhance service delivery, equipment reliability, and operational performance.