Facilities Specialist

● Coordinate and track facility requests from initiation through completion.

● Serve as a liaison between practices, vendors, and internal departments to facilitate timely resolution of maintenance and repair needs.

● Manage and monitor facility work orders through the Halo ticketing system.

● Maintain accurate documentation and records related to service requests, projects, and vendor communications.

● Assist with facilities projects, acquisitions, and office expansions by tracking milestones and supporting project activities.

● Prepare status reports and maintain project trackers using Monday.com or other project management tools.

● Schedule vendor visits and coordinate access with practice teams.

● Respond to urgent facility requests and assist with emergencies as needed.

● Process invoices, maintain vendor information, and support departmental administrative functions.

● Participate in meetings and provide follow-up documentation and communication regarding project activities.

● Support continuous improvement efforts by identifying opportunities to enhance facilities processes and workflows.

● Ensure timely communication with practices regarding the status of open requests and projects

● High school diploma required; associate's degree preferred.

● Previous experience in facilities coordination, administrative support, operations, or project support preferred.

● Experience using Halo ticketing system strongly preferred.

● Experience with Monday.com or similar project management platforms is a plus.

● Proficient in Google Suite, including Excel, Word, PowerPoint, and Outlook.

● Experience with Google Workspace (Docs, Sheets, and Slides) preferred.

● Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

● Strong organizational skills and attention to detail.

● Excellent written and verbal communication skills.

● Ability to work independently and collaboratively with cross-functional teams.

● Customer service mindset with a commitment to providing timely support to internal stakeholders.

● Strong written and verbal communication skills

● Ability to work with minimal supervision, self-starter, and demonstrates initiative

● Flexible and innovative; highly adaptable to a dynamic business environment; a catalyst for change

● High engagement; supportive of leadership and role model for company values and guiding behaviors

● Strong demonstration of task completion and dedication to detail

● Organize, schedule, and keep forward momentum with multiple projects concurrently while keeping all stakeholders in the project up-to-date through effective communication