Facilities Specialist

Extra Space Storage • Salt Lake, UT

7d

About The Position

The Facilities Specialist provides administrative program support to the facility operations and services team, working closely with department leadership, facilities project managers, construction managers, and facilities service managers. The role supports construction and facilities department activities and tracks and reports CapEx spending and facility maintenance programs through the company CRM system to support cyclical and annual planning, improve processes, and meet department deliverables.

Under the supervision of their manager, the Specialist provides administrative program support as directed, including administering tracking and reporting systems, processing invoices, administering contracts, managing vendors, maintaining files, and supporting program compliance. Assignments may also include issuing purchase orders, database management, daily office operations and scheduling, maintaining budgeting and accounting systems and office records, and providing general support services. The Specialist handles multiple projects in a fast-paced, changing environment and performs special projects or assignments as directed by their manager.

Requirements

• High school diploma or GED equivalent.
• Minimum of 2–3 years of experience providing similar coordination activities or administrative or business management support.
• Demonstrated ability to provide effective administrative support in an executive office environment.
• Ability to maintain a high degree of confidentiality, judgment, and discretion.
• Thorough knowledge of and strong skills in computer applications, including MS Word, Excel, PowerPoint, and database programs.
• Ability to determine an effective approach for assigned projects using computer applications.

Nice To Haves

• Some college experience.
• Experience with Salesforce CRM.

Responsibilities

• Provide support for invoice coding and audit compliance as needed.
• Use computer applications, including Salesforce CRM, word processing, spreadsheet, and database programs, to produce documents such as reports, charts, proposals, and spreadsheets.
• Compile and organize data from various sources, research information requirements, coordinate details and meetings, conduct preliminary analysis, and prepare timely reports.
• Manage cyclical program and CapEx project support activities and planning, including database and vendor management, contract administration, purchase orders, regulatory compliance, issue escalation, reporting, and communication.
• Handle sensitive information and interpersonal situations with confidentiality, judgment, discretion, tact, diplomacy, and professionalism.
• Perform special projects or assignments as directed by the manager.
• Maintain asset-level data, capital investment historical records, and program reference retrieval systems; enhance existing systems and develop filing and retrieval systems as needed.
• Use technology to verify that asset and property files contain accurate, actionable records and confirm compliance with contracted cyclical maintenance.
• Prepare memorandums and documents explaining administrative procedures and policies, and monitor compliance.
• Create and distribute key monthly performance reports and assist department leadership with periodic reporting.
• Assist with creating, consolidating, and closing out annual budgets as needed, including executive summary reports.
• Create and maintain database and spreadsheet files to track progress against department goals and compliance.
• Manage multiple projects in a fast-paced, changing environment.

What This Job Offers

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