Facilities Project Specialist

 

 

Job Title: Facilities Project Specialist         Department: Infrastructure

Reports to: Facilities Director            Date: 8/17/2026

FSLA Classification: Exempt            Job Grade:

 

Summary:

This position is responsible for providing administrative and operational support to the Facilities Division by maintaining CMMS records, coordinating documentation, tracking purchase orders, monitoring contractors and supplier’s activities, processing invoices and receipts, managing visitor access requirements, and assisting with compliance documentation. This position serves as a coordination point between the Facilities Division and other departments as required, as well as with contractors, vendors, and suppliers. The role also supports division operational initiatives, monitors and follows up on KPIs, and assists Facilities teams in maintaining timely, accurate, and compliant execution of work.

 

Essential Functions:

• Administers and maintains the Computerized Maintenance Management System (CMMS/eMaint), including creating, updating, tracking, and closing work orders to ensure facilities activities are accurately recorded, monitored, and completed in a timely manner.
• Maintains accurate asset inventory, preventive maintenance schedules, and completed work records to support asset reliability, regulatory compliance, and operational continuity.
• Organizes, maintains, and archives electronic and hard-copy maintenance records and document control systems to ensure accurate recordkeeping and information accessibility.
• Processes and tracks contractor invoices, purchase orders, requisitions, receipts, and supporting documentation in accordance with established procedures to facilitate accurate financial processing and effective budget administration.
• Reviews and verify contractor work completion and supporting documentation prior to payment processing to ensure services are delivered as contracted and payments are properly supported.
• Coordinates with contractors, vendors, suppliers, and internal stakeholders regarding documentation requirements, service requests, work status, access needs, and deliverables.
• Monitor contractors and visitor security passes and access requirements in compliance with airport security regulations and procedures to maintain a safe, secure, and compliant operating environment.
• Maintains permits, licenses, compliance records, and regulatory documentation, including support for FAA audits and inspections.
• Prepares, monitors, and follows up on departmental reports, performance metrics (KPIs), and pending action items to support operational performance monitoring and data-driven decision-making.
• Supports Facilities operations by tracking work orders, preventive maintenance activities, inspections, corrective actions, and closeout documentation.
• Coordinates communication and follow-up activities between the Facilities Division and internal departments requiring Facilities support to facilitate efficient service delivery and timely resolution of operational needs.
• Supports division planning, operational initiatives, project coordination, status reporting, and continuous improvement efforts to contribute to the achievement of departmental objectives and strategic priorities.
• Maintains inventory records, warehouse documentation, and material tracking systems to ensure availability, accountability, and proper control of maintenance-related materials and supplies.
• Performs other administrative and operational duties as assigned, including support for inspections, emergency preparedness activities, departmental initiatives, and special projects.
• Execute any other duties assigned by the Supervisor.

 

Qualification Requirements:

• Bachelor’s degree in business administration or related fields and experience.
• The position requires two (2) years of administrative or facilities support experience.

 

Required Skills/Abilities:

• Language skills in Spanish and English. Ability to read and understand simple instructions, correspondence and memos, write correspondence and make basic presentations to a group of clients or employees.
• Ability to work under pressure, in a deadline-oriented operation and under indirect supervision.
• Skill in establishing and maintaining effective working relationships with employees and colleagues.
• Customer Service Oriented.
• Basic arithmetic abilities, including multiplication and division of fractions; calculate prices, proportions and percentages.
• Experience required using CMMS (eMaint, Maximo, SAP PM, etc.).
• Proficiency in Microsoft Excel, Word, and Outlook.
• Knowledge of radio communication equipment, radio etiquette, and basic communication protocols.
• Strong organizational, verbal, written and communication skills.
• Ability to manage multiple priorities, maintain accurate follow-up, and support operational deadlines.
• Ability to work in a deadline-oriented operation.