Facilities Specialist

Protolabs•Nashua, NH

10h•Onsite

About The Position

The Facilities Specialist reports to the Sr. Manager of Facilities (MN) and is primarily responsible for overseeing the operational and administrative functions of the company’s New Hampshire (NH) facilities. This role supports daily facility operations by coordinating maintenance activities, managing vendors, performing safety-related tasks, and conducting periodic internal and external facility inspections. The Facilities Specialist also schedules maintenance work, provides handyman services as needed, and ensures contractors enter and exit the building in compliance with all safety standards and company policies. This role will have a dotted line to the maintenance manager. M-F

Requirements

Associate degree in a related field
Relevant experience in Facilities, Workplace, Operations, or a related function, including areas such as vendor management, contracts, and facilities operations.
Proficiency with computers and Microsoft Office applications.
Working knowledge of CMMS systems and their practical application.
Strong written and verbal communication skills.
Ability to multitask, prioritize work, and solve problems effectively.
Availability to work normal business hours and respond to after-hours calls as needed.
Flexibility to occasionally modify work schedules, including early mornings, late evenings, or weekends, to support facility needs.
Must be a U.S. Citizen, lawful permanent resident (green card holder), or foreign national granted refugee or asylee status.

Nice To Haves

Experience with CMMS systems
Vendor and contractor management experience
Ability to interpret contracts and service agreements
Self-starter with strong initiative
Experience creating and managing detailed scopes of work

Responsibilities

Assist in defining the scope of work for Facility Service Providers, selecting vendors, monitoring service execution, and periodically re-evaluating service contracts.
Manage preventative maintenance and testing programs for facility infrastructure to ensure reliable operation, including fire and life safety systems, generators, BAS systems and related systems.
Generate and maintain the master contractor database, current contact information, i.e. Phone email and salesperson if applicable
Track, maintain, and publish actionable maintenance performance metrics using the Computerized Maintenance Management System (CMMS).
Manage and expand the CMMS system, including but not limited to planning and scheduling, defining best practices, improving documentation standards, and entering all service paperwork and associated invoices.
Identify trends and patterns in predictive maintenance data to address facility issues proactively rather than reactively.
Coordinate with outside contractors to manage contracted maintenance activities on equipment such as HVAC systems, floor scrubbers, forklifts, elevators, generators, lawn services, plowing, roofing, irrigation, flags and handyman services.
Partner with members of the Facilities team to ensure effective use of the work ticketing system for assigning and completing work orders.
Coordinate activities requiring Facilities involvement with Production, including programs such as plastic and cardboard recycling.
Maintain the Facilities Reference Guide and ensure it is accessible and current for the Facilities team members.
Communicate facility-related information company-wide that may impact employees, such as fire system testing, heater startups, and burn-off periods.
Track and code vendor costs and facility-related expenses to ensure spending aligns with the approved budget; proactively advise management when costs are trending outside plan or require adjustment.
Maintain Certificates of Insurance (COI) and Service Level Agreements (SLA) with new and existing vendors, specific to the equipment and services for which they are responsible.
Coordinate with Administrative Assistants on facility-related activities, events, and special needs.
Work with the Maintenance Manager on construction projects, infrastructure improvements, and space planning initiatives.
Support maintenance and special projects under the direction of the Maintenance Manager, with direct reporting to the Sr. Manager of Facilities.
Perform other duties as assigned. (This role encompasses responsibilities that may overlap with other facility and maintenance functions.)