Facilities Specialist

URBAN LEAGUE OF PORTLAND • Portland, OR

2d • $27 - $34 • Onsite

About The Position

The ideal candidate excels in a fast-paced, dynamic environment and has a balanced set of project coordination, vendor management, and organizational skills. The Facilities Specialist will support the Operations Manager in maintaining the safety and operations of office spaces and housing developments by coordinating maintenance activities, organizing warehouse operations, and managing security/maintenance vendors in a flexible and responsive position that promotes continuous improvement across the agency's sites. This role is ideal for someone with strong organizational and project management skills who wants to apply their coordination abilities to facilities operations. Hands-on maintenance experience is helpful but not required—we're looking for someone who can learn basic facility concepts while excelling at vendor management, system-building, and operational coordination.

Requirements

• Strong project coordination skills: with ability to manage multiple priorities and deadlines
• Vendor and contractor relationship management: with experience in procurement processes
• Systems thinking approach: organizing workflows and tracking operations
• Proficiency with project management tools, spreadsheets, and database systems
• Ability to learn basic facility maintenance concepts and safety protocols
• Strong written and verbal communication: for creating SOPs and coordinating across departments
• Problem-solving orientation: with ability to triage issues and escalate appropriately
• Comfortable working independently while collaborating across departments
• Associate’s degree or higher- preferred
• Minimum 2-3 years of project coordination, operations, or logistics experience
• Minimum 2-3 years of experience working with diverse populations, specifically the Black community
• Minimum 3 years managing multiple vendors, contractors, or service providers
• Must possess a valid Oregon driver’s license or obtain one prior to employment
• Must be able to pass a Motor Vehicle Report with no major incidents in the last 3-5 years
• Advanced proficiency with Microsoft Office Suite
• Must be able to work flexible hours as needed

Responsibilities

• Regularly inspect buildings and facilities for maintenance and repair needs
• Respond to minor maintenance service calls
• Install or repair various facility infrastructure components
• Assist with moving and shipping of office furniture
• Coordinate agency vehicle maintenance
• Oversee Urban League’s bottle/can return program
• Perform fire & life safety systems checks across all facilities
• Support Operations Manager in updating and executing Emergency Operations Plan for entire agency
• Participate in Safety Committee meetings to complete After-Action Reviews and regular Emergency Operations policy updates
• Support Operations Manager in triaging emergencies with on-site staff
• Maintain Designated Driver list for Urban League vehicles
• Submit staff applications for motor vehicle report via insurance provider
• Coordinate with vendors related to facility, security, maintenance, and moving
• Assist with managing vendors responsible for remodels of office and/or interior spaces
• Track vendor invoices and submit purchase orders for services within period of performance
• Collaborate with Operations, Finance, and staff to find appropriate vendors for facility needs
• Maintain positive relationships with vendors
• Oversee all warehouse and inventory functions with direction from Operations Manager and Director of Operations
• Design and maintain tracking system for facility needs
• Contribute to overall agency efforts by completing other duties as assigned
• Draft, edit, and submit standard operating procedures for processes related to this position
• Prepare and keep updated agency vehicle documentation
• Ensure integration of maintenance, process controls, and operations
• Work with a waste reduction mindset and drive continuous improvement in maintenance and production operations

Benefits

• Employee-sponsored health, vision, and dental insurance for the employee at 100% plus 100% coverage for families with HMO plans. PPO plans start at $29.89 per individual plan.
• 21 days of PTO in your first year
• 12 paid holidays
• Disability insurance
• Employee assistance program
• Life Insurance
• The ability to plan and volunteer in engaging community events.
• The ability to serve your community through a culturally specific lens.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 11-50 employees