Torchora
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Key Responsibilities and Required Skills for a Facilities Associate

💰 $45,000 - $65,000

Facilities ManagementOperationsCorporate ServicesWorkplace Experience

🎯 Role Definition

Are you a proactive problem-solver with a passion for creating exceptional environments? We're seeking a highly organized and resourceful Facilities Associate to be the cornerstone of our workplace experience. In this role, you will be the go-to person for all things related to our physical office space. You'll manage daily operations, coordinate with vendors, and ensure our facilities are not just functional but also safe, welcoming, and productive for our entire team. This is a hands-on position that requires a keen eye for detail, a customer-service mindset, and the ability to juggle multiple priorities with a positive attitude. You are the champion of our workplace, directly contributing to employee satisfaction and operational excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Office Coordinator / Office Assistant
  • Administrative Assistant
  • Maintenance Technician / Handyperson
  • Hospitality or Customer Service Roles

Advancement To:

  • Senior Facilities Associate / Facilities Lead
  • Facilities Manager or Workplace Manager
  • Facilities Project Manager
  • Regional Facilities Coordinator

Lateral Moves:

  • Project Coordinator
  • Environment, Health & Safety (EHS) Coordinator
  • Procurement Specialist or Purchasing Coordinator
  • Real Estate Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary point of contact for all facilities-related inquiries and service requests, managing the internal ticketing system to ensure timely resolution and communication.
  • Conduct regular and thorough walkthroughs of the office space to identify repair needs, safety hazards, and opportunities for improvement in cleanliness and organization.
  • Manage relationships with external service providers, including janitorial, HVAC, plumbing, electrical, and security, by coordinating schedules, overseeing work quality, and processing invoices.
  • Coordinate and execute office moves, furniture reconfigurations, and space planning projects to accommodate team growth and evolving departmental needs.
  • Maintain and manage inventory of all office supplies, kitchen stock, and first aid equipment, anticipating needs and placing orders to prevent shortages.
  • Oversee the preventative maintenance schedule for all critical building systems, such as fire life safety equipment, generators, and UPS systems, to ensure operational readiness.
  • Respond promptly to facility emergencies, such as power outages or water leaks, and execute established emergency response protocols to ensure employee safety and minimize operational disruption.
  • Assist in the enforcement of health and safety policies (EHS), ensuring compliance with local, state, and federal regulations, including OSHA standards.
  • Manage the receiving, sorting, and distribution of incoming mail and packages, as well as preparing and coordinating outgoing shipments.
  • Coordinate the setup and breakdown of rooms for company meetings, town halls, and special events, ensuring all A/V equipment and furniture are properly arranged.
  • Maintain up-to-date facility documentation, including floor plans, vendor contracts, certificates of insurance, and maintenance records.
  • Support the onboarding process for new hires by setting up workstations, issuing access badges, and providing a tour of the office and its amenities.
  • Act as a key member of the site's safety committee, participating in safety drills, promoting awareness, and reporting on safety metrics.
  • Assist with managing the physical security of the premises, including access control systems, visitor management, and CCTV monitoring, to maintain a secure environment.
  • Liaise with building management and landlords to address any building-wide issues, communicate maintenance schedules, and ensure compliance with lease agreements.

Secondary Functions

  • Support the execution of employee engagement and workplace experience initiatives, such as office celebrations, wellness programs, and team-building events.
  • Contribute to the company’s sustainability goals by managing recycling programs, promoting energy conservation, and identifying eco-friendly operational improvements.
  • Provide logistical support for ad-hoc projects and executive requests, demonstrating flexibility and a can-do attitude.
  • Assist in gathering data and preparing reports related to facility operating costs, utility usage, and service ticket trends to support budget planning.
  • Collaborate with the IT department to troubleshoot basic connectivity issues, manage conference room technology, and assist with equipment deployment.

Required Skills & Competencies

Hard Skills (Technical)

  • Facilities Maintenance Knowledge: Basic understanding of HVAC, plumbing, and electrical systems to effectively diagnose issues and coordinate with specialized vendors.
  • CMMS/Ticketing Software: Proficiency in using Computerized Maintenance Management Systems (e.g., ServiceChannel, Corrigo) or internal ticketing platforms (e.g., Jira, ServiceNow) to manage work orders.
  • Vendor Management: Experience in sourcing, coordinating, and overseeing the work of third-party service providers.
  • Safety Compliance: Familiarity with OSHA regulations and general Environment, Health, and Safety (EHS) standards.
  • Project Coordination: Ability to manage small-scale projects, such as office moves or furniture installations, from planning to completion.
  • MS Office/Google Workspace: Strong proficiency in using spreadsheets for tracking inventory and budgets, documents for reporting, and calendars for scheduling.

Soft Skills

  • Problem-Solving: Proactive and resourceful in identifying and resolving issues with a sense of urgency and ingenuity.
  • Communication: Excellent verbal and written communication skills for interacting clearly and professionally with employees, vendors, and management.
  • Customer Service Orientation: A dedicated and friendly approach to assisting employees and creating a positive workplace experience.
  • Time Management & Organization: Exceptional ability to prioritize a dynamic workload, manage multiple tasks simultaneously, and meet deadlines in a fast-paced environment.
  • Adaptability: Ability to remain calm and effective under pressure, and to pivot quickly in response to changing priorities or unexpected emergencies.
  • Attention to Detail: A meticulous eye for detail to ensure the facility is always clean, organized, safe, and professional in appearance.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate’s or Bachelor’s degree in a relevant field.
  • Certification in Facilities Management (e.g., FMP, CFM) or a related trade is a strong plus.

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Hospitality Management
  • Project Management

Experience Requirements

Typical Experience Range: 2-4 years of direct experience in a facilities, workplace operations, or corporate services role.

Preferred: Experience working in a fast-paced corporate or tech environment with a focus on employee experience is highly desirable.

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