Specialist I, Facility Management

Specialist I, Facility Management

As a Specialist I supporting Facilities, you will be the first point of contact for employees, candidates, customers, vendors, and visitors entering the site. You will manage front-desk operations while partnering closely with the Facilities team to create an organized, professional, welcoming, and engaging workplace.This role is ideal for someone who enjoys working with people, takes ownership, anticipates needs, and can balance day-to-day administrative responsibilities with employee and site engagement activities.

Responsibilities

Front Desk & Visitor Experience

• Serve as the primary point of contact at the front desk and provide a welcoming, professional experience for employees and visitors.

• Greet and assist candidates, customers, vendors, contractors, and other guests.

• Coordinate visitor arrivals, meeting logistics, badges, and appropriate site contacts.

• Manage incoming calls, deliveries, mail, and general front-desk inquiries.

• Maintain a professional, organized, and welcoming reception area.

Facilities & Site Administration

• Provide administrative support to the Facilities team and assist with day-to-day site operations.

• Coordinate conference room, meeting, and common-area needs.

• Support vendor visits, service appointments, office supplies, and workplace requests.

• Help communicate facilities updates, site information, and workplace notices to employees.

• Track requests and follow up with appropriate internal partners or vendors to help ensure timely resolution.

• Support general office organization, records, documentation, and facilities-related coordination.

Employee Experience & Site Engagement

• Coordinate and support employee engagement activities, site events, celebrations, meetings, and other workplace programs.

• Partner with Facilities, HR/People, Talent Acquisition, and other teams on site-based activities.

• Assist with event logistics including room setup, communications, catering, supplies, signage, and day-of coordination.

• Help create a positive employee experience by identifying opportunities to improve the workplace environment and strengthen site engagement.

• Support new-hire and candidate experiences when employees or prospective employees visit the site.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.

• Previous experience in administrative support, reception, office coordination, facilities, hospitality, or a similar customer-facing role.

• Strong interpersonal and customer-service skills with the ability to interact professionally with employees, candidates, customers, vendors, and leadership.

• Strong organizational skills and attention to detail.

• Ability to manage multiple priorities and respond effectively to changing needs.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.

• Comfortable taking initiative and working independently while collaborating across multiple teams.

• Experience coordinating events or employee engagement activities is preferred.

What Success Looks Like

• Visitors and employees consistently receive a professional, welcoming experience.

• Front-desk and site activities run smoothly and reliably.

• Facilities requests are organized and appropriately routed or followed through.

• Site events and engagement activities are well coordinated.

• The individual becomes a trusted go-to resource for the workplace, connecting employees with the right people, information, and support.