Job brief
We are seeking a detail-oriented Office Facilities Assistant to join our growing facilities management team and help maintain our office infrastructure. In this role, you will play a key part in overseeing building operations, coordinating essential maintenance tasks, and ensuring our environment meets the highest standards of safety and efficiency. If you are a hands-on problem solver who takes pride in creating a seamless, well-functioning workplace, we would love to have you on our team. You will have the opportunity to implement process improvements that directly enhance our day-to-day operations and employee experience.
Key highlights
- Coordinate comprehensive preventive maintenance schedules for HVAC, electrical, and plumbing systems using facility management software like Fiix or UpKeep.
- Respond rapidly to facility emergencies, equipment breakdowns, and service requests to minimize downtime for office staff and critical infrastructure.
- Audit workplace safety protocols to ensure total compliance with local building codes, fire safety regulations, and OSHA environmental standards.
- Maintain accurate digital logs of all maintenance activities, service contracts, and facility improvement projects within the central CMMS database.
What is a Office Facilities Assistant?
An Office Facilities Assistant is a dedicated facilities professional tasked with the daily oversight of building operations, workplace infrastructure, and maintenance logistics. By managing facility compliance initiatives, safety protocols, and building systems, an Office Facilities Assistant ensures that the workspace remains a reliable, productive environment. Their expertise bridges the gap between physical asset management and employee experience, directly impacting the operational efficiency and long-term sustainability of the organization’s physical footprint.
What does a Office Facilities Assistant do?
On a daily basis, an Office Facilities Assistant coordinates preventive maintenance schedules, monitors building management systems (BMS), and responds to urgent facility work orders. They work closely with external vendors, contractors, and internal office managers to execute facility improvement projects, manage inventory of maintenance supplies, and ensure adherence to local building codes and OSHA safety standards. By maintaining detailed logs of operational reports and facility assets, they provide the actionable data necessary to optimize facility budgets and maintain a safe, functional workplace.
Key responsibilities
- Coordinate comprehensive preventive maintenance schedules for HVAC, electrical, and plumbing systems using facility management software like Fiix or UpKeep.
- Respond rapidly to facility emergencies, equipment breakdowns, and service requests to minimize downtime for office staff and critical infrastructure.
- Audit workplace safety protocols to ensure total compliance with local building codes, fire safety regulations, and OSHA environmental standards.
- Monitor facility operational expenses and manage inventory levels for office repairs, cleaning supplies, and furniture maintenance components to stay within budget.
- Serve as the primary point of contact for external building contractors and service technicians, overseeing project timelines and quality of work.
- Maintain accurate digital logs of all maintenance activities, service contracts, and facility improvement projects within the central CMMS database.
- Perform routine site inspections to identify potential hazards, lighting failures, or infrastructure deterioration before they require costly emergency repairs.
- Support space planning initiatives and office reorganizations by managing furniture logistics and coordinate with IT for workstation hardware installations.
Requirements and skills
- Proven track record in facilities management or building operations with a minimum of 2 years of experience in a commercial office environment.
- Technical proficiency using Computerized Maintenance Management Systems (CMMS) such as Asset Essentials, NetFacilities, or similar platforms.
- Solid understanding of building systems, including HVAC, lighting control, and fire suppression systems, and the ability to perform basic troubleshooting.
- Demonstrated knowledge of OSHA workplace safety standards and the ability to interpret local building codes and facility compliance documentation.
- Strong analytical skills with the ability to manage facility budgets, track vendor performance, and optimize resource utilization for repairs.
- Professional certification such as the Facilities Management Professional (FMP) or IFMA credentials is highly desirable for this position.
- Effective interpersonal skills to manage relationships with diverse stakeholders, including building management, service contractors, and onsite employees.
- High school diploma or GED required; an Associate’s or Bachelor’s degree in Facilities Management, Engineering, or Business Operations is preferred.
FAQs
What does an Office Facilities Assistant do?
An Office Facilities Assistant is responsible for the ongoing maintenance and efficient operation of a commercial workspace. They manage building systems, coordinate with maintenance vendors, track repair work orders, and ensure that the facility complies with all necessary safety and building regulations to support a productive environment.
What skills are required for an Office Facilities Assistant?
Key skills include proficiency with CMMS software, a solid understanding of commercial building systems like HVAC and electrical, and the ability to interpret building codes and safety regulations. Additionally, strong organizational and project management skills are essential for tracking maintenance tasks, managing vendor contracts, and troubleshooting facility issues.
Who does an Office Facilities Assistant work with?
This role is highly collaborative and requires working with a wide range of stakeholders, including internal office staff, facilities managers, and leadership teams. An Office Facilities Assistant also interacts heavily with external parties such as third-party service contractors, specialized building repair technicians, and property management firms.
Why is an Office Facilities Assistant vital to an organization?
The Office Facilities Assistant is critical because they prevent operational disruptions by proactively maintaining infrastructure and ensuring a safe, compliant environment. By optimizing facility resources and managing vendor performance, this role directly contributes to the organization's bottom line and ensures that employees have a safe, functional space to perform their best work.