Key Responsibilities and Required Skills for a Facility Assistant

🎯 Role Definition

As a Facility Assistant, you are the backbone of our workplace operations, ensuring our environment is safe, efficient, and fully functional for all employees and visitors. You are a proactive problem-solver and a hands-on professional who takes pride in maintaining the physical infrastructure of the organization. This role is a critical blend of technical maintenance, vendor coordination, and customer service, directly impacting employee productivity and overall business continuity. You will be the first point of contact for facility-related issues, making your contribution visible and vital to our daily success.

📈 Career Progression

Typical Career Path

Entry Point From:

Maintenance Technician or Handyman
Office Assistant with operational duties
Skilled Trade Apprentice (Electrician, Plumber, HVAC)

Advancement To:

Facility Coordinator
Assistant Facility Manager
Building Operations Supervisor

Lateral Moves:

Health & Safety Coordinator
Operations Coordinator
Procurement Assistant

Core Responsibilities

Primary Functions

Conduct routine inspections and preventative maintenance on building systems, including HVAC, plumbing, electrical, and lighting, to ensure optimal performance and prevent downtime.
Respond promptly and professionally to facility-related work orders and service requests submitted by employees through a Computerized Maintenance Management System (CMMS).
Perform a variety of hands-on minor repairs and maintenance tasks, such as fixing leaky faucets, replacing light bulbs, patching drywall, and adjusting door hardware.
Coordinate and oversee the work of external vendors and contractors for specialized repairs, maintenance, and projects, ensuring they adhere to safety protocols and quality standards.
Manage the setup and breakdown of furniture and equipment for meetings, corporate events, and departmental moves, ensuring spaces are configured to meet specific needs.
Maintain accurate and up-to-date records of all maintenance activities, repairs, inspections, and vendor services for compliance and reporting purposes.
Assist in the implementation and enforcement of health and safety protocols (OSHA), including conducting regular safety walks, checking fire extinguishers, and ensuring clear emergency egress paths.
Manage inventory levels of essential facility supplies, including maintenance tools, janitorial products, and office essentials, and process purchase orders for replenishment.
Perform daily building walk-throughs to identify and proactively address potential repair needs, safety hazards, or cleanliness issues before they escalate.
Assist with office relocations and space planning, including the assembly, disassembly, and movement of office furniture, cubicles, and equipment.
Act as a primary point of contact during facility-related emergencies, such as power outages or water leaks, and assist in executing the emergency response plan.
Support the Facility Manager in tracking operational expenses and adhering to the departmental budget for maintenance, repairs, and supplies.
Operate and maintain building access control systems, including programming key cards for new hires and deactivating them for departing employees.
Ensure the building's exterior and grounds are well-maintained, including coordinating landscaping, snow removal, and parking lot upkeep.
Liaise with property management and janitorial services to ensure the facility consistently meets high standards of cleanliness and presentation.

Secondary Functions

Assist in the development and refinement of the organization's preventative maintenance schedule to improve asset lifespan and reduce reactive repairs.
Contribute to the company's sustainability initiatives by managing recycling programs and identifying opportunities for energy and water conservation.
Collaborate with various departments, including IT and HR, to ensure seamless support for new hire onboarding, office moves, and special projects.
Participate actively in safety committee meetings, providing input on facility conditions and contributing to the investigation and documentation of any workplace incidents.
Support the procurement process by researching and obtaining quotes from vendors for facility-related projects and purchases.
Provide logistical support for mailroom operations, including sorting and distributing incoming mail and processing outgoing shipments as needed.
Maintain an organized inventory of spare parts, tools, and equipment, ensuring everything is in good working order and readily accessible.

Required Skills & Competencies

Hard Skills (Technical)

General Maintenance: Proficient in basic plumbing, electrical, carpentry, and painting tasks for minor repairs and upkeep.
CMMS Software: Experience using Computerized Maintenance Management Systems (e.g., UpKeep, FMX, MaintainX) to track work orders and maintenance schedules.
HVAC Systems Knowledge: Fundamental understanding of heating, ventilation, and air conditioning systems to perform basic troubleshooting and filter changes.
Safety Regulation Compliance: Knowledge of OSHA and other relevant health and safety standards in a workplace environment.
Vendor Management: Ability to coordinate with, and oversee the work of, external contractors and service providers.
Inventory Control: Skill in managing and tracking inventory for maintenance supplies, tools, and office materials.
Microsoft Office Suite: Competency in using Word, Excel, and Outlook for communication, tracking, and reporting.

Soft Skills

Problem-Solving: Strong ability to diagnose issues, evaluate options, and implement effective, timely solutions.
Time Management & Prioritization: Excellent organizational skills to manage multiple tasks and competing priorities in a fast-paced environment.
Communication: Clear and professional verbal and written communication skills for interacting with employees, management, and external vendors.
Customer Service Orientation: A friendly, approachable, and helpful demeanor with a strong commitment to resolving employee issues.
Proactiveness & Initiative: A forward-thinking mindset to identify and address potential problems before they arise.
Adaptability: Flexibility to handle unexpected issues, changing priorities, and emergency situations calmly and effectively.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Vocational or Technical School certification in a skilled trade (e.g., HVAC, Electrical, Plumbing).
Associate's degree in Facilities Management or a related field.

Relevant Fields of Study:

Facilities Management
Building Maintenance Technology
Skilled Trades

Experience Requirements

Typical Experience Range:

2-4 years of hands-on experience in building maintenance, facilities operations, or a related skilled trade.

Preferred:

Prior experience in a corporate office, manufacturing, healthcare, or commercial property environment is highly desirable. Experience working directly with a diverse employee population to resolve facility requests.