Supervisor

Position Summary 

The Facilities Supervisor is responsible for overseeing day-to-day operations and maintenance of assigned facilities, ensuring optimal building performance, safety, and operational efficiency. This role supervises facilities staff, coordinates vendor services, and ensures compliance with maintenance programs to deliver high-quality facilities services that support business operations and occupant satisfaction. The position requires satisfying internal client service requests while ensuring completion of maintenance, repairs, and facility restorations including carpentry, plumbing, painting, caulking, pressure washing, and other critical building functions. 

Primary Responsibilities 

Preventive Maintenance and Spare Parts Administration (30%) 

• Manages comprehensive preventive and corrective maintenance programs to ensure facility reliability, minimize downtime, and extend asset lifecycles. 

Preventive Maintenance Program Management 

• Guarantees compliance with preventive maintenance plans, corrective maintenance tasks, and proper vendor service delivery 

• Develops, implements, and ensures compliance with equipment maintenance and operation procedures 

• Establishes and monitors key performance indicators (KPIs) for maintenance completion rates, equipment uptime, and service quality 

• Conducts facility inspections on scheduled and unscheduled bases to assess equipment condition and identify maintenance needs 

• Optimizes maintenance frequencies based on equipment performance data and manufacturer recommendations 

• Coordinates preventive maintenance activities with vendors, contractors, and internal maintenance teams 

Work Order Management 

• Issues, processes, and controls work orders following established compliance metrics and service level agreements 

• Reviews, analyzes, and files executed work orders ensuring complete documentation and quality verification 

• Tracks work order completion rates and response times to ensure timely service delivery 

• Identifies trends in maintenance requests to develop proactive solutions and reduce recurring issues 

• Maintains accurate records of all maintenance activities using computerized maintenance management systems (CMMS) 

Spare Parts and Inventory Control 

• Maintains tracking and control of spare parts with ongoing calculation of preventive maintenance metrics 

• Manages inventory levels to balance availability against carrying costs 

• Establishes minimum and maximum stock levels for critical components 

• Coordinates with procurement to ensure timely ordering and receipt of materials 

• Conducts periodic physical inventory counts and reconciles discrepancies 

• Identifies opportunities to standardize parts across equipment to reduce inventory complexity 

Operations and General Services Management (25%) 

• Oversees daily facility operations ensuring all building systems function efficiently and operational standards are consistently met. 

Building Systems Operations 

• Coordinates and administers general plant services including HVAC, electrical, plumbing, life safety systems, and building automation 

• Monitors building conditions and system performance to identify potential issues before they impact operations 

• Ensures all systems operate within specified parameters and meet performance standards 

• Supervises carpentry, plumbing, painting, caulking, pressure washing, and other facility maintenance tasks 

• Coordinates building automation system programming and optimization for energy efficiency and occupant comfort 

• Implements energy conservation measures and monitors consumption patterns 

Emergency Response and Problem Resolution 

• Coordinates and responds to emergency situations and/or urgent operational issues with speed and effectiveness 

• Maintains and updates emergency action plans (EAPs) in coordination with safety personnel and local emergency services 

• Leads emergency response procedures and participates in business continuity planning 

• Conducts post-incident reviews to identify improvement opportunities and prevent recurrence 

• Establishes on-call rotation schedules to ensure 24/7 response capability 

• Documents emergency response activities and implements corrective actions 

Work Request Administration and Client Service (20%) 

Manages internal client service delivery ensuring responsive, high-quality facilities support that meets stakeholder expectations. 

Service Request Coordination 

• Evaluates and coordinates internal client work requests, prioritizing based on urgency, impact, and resource availability 

• Ensures timely response to facility repair and restoration requirements with clear communication of timelines 

• Develops service level agreements (SLAs) defining response and resolution timeframes for different request types 

• Implements service request tracking systems to monitor status and identify bottlenecks 

• Conducts periodic customer satisfaction surveys and implements improvement initiatives based on feedback 

• Establishes clear escalation procedures for complex or unresolved issues 

Third-Party Work Coordination 

• Coordinates and monitors third-party contractor work ensuring quality, safety, and schedule compliance 

• Reviews contractor work plans, safety documentation, and insurance certificates before work authorization 

• Conducts site visits during contractor activities to verify quality and adherence to specifications 

• Manages contractor access procedures and security coordination 

• Performs final inspections and sign-off on completed contractor work 

• Maintains contractor performance records to inform future vendor selection decisions 

Procurement and Vendor Management (15%) 

• Oversees procurement activities and vendor relationships to ensure cost-effective service delivery while maintaining quality standards. 

Procurement Administration 

• Develops specifications and provides technical support for procurement management of services, incomes, spare parts, and minor projects 

• Specifies materials and services ensuring alignment with facility standards and compatibility requirements 

• Requests spare parts, uploads purchase requests, and processes invoices in accordance with approval authorities 

• Tracks purchase orders from requisition through receipt and invoice payment 

• Reviews and approves invoices verifying accuracy against purchase orders and delivery receipts 

• Manages procurement budget and identifies cost reduction opportunities through vendor consolidation or process improvements 

Vendor Relationship Management 

• Selects, contracts with, and manages relationships with service providers establishing clear performance expectations 

• Negotiates service agreements, pricing, and service level expectations to achieve favorable terms 

• Attends to vendors on-site, via email, and by phone maintaining professional and responsive communication 

• Conducts vendor performance evaluations using objective criteria and documented evidence 

• Manages corrective action processes when service standards are not met including performance improvement plans 

• Coordinates with multiple vendors across geographically dispersed locations ensuring consistent service delivery 

• Reviews vendor certifications, insurance coverage, and licensing to ensure compliance with requirements 

Receiving and Claims Management 

• Tracks purchase orders and coordinates material receiving to ensure timely delivery 

• Inspect and received materials for quality, quantity, and specification compliance 

• Manages claims process for damaged, defective, or incorrect materials received 

• Coordinates warranty claims and ensure proper documentation for reimbursement 

• Maintains receiving records and reconciles against purchase orders and invoices 

Personnel Supervision and Team Leadership (10%) 

Provides direct supervision, guidance, and development to facilities technicians and supports staff fostering a high-performance culture. 

Team Supervision 

• Supervises facilities technicians and support staff providing day-to-day directions and work assignments 

• Coordinates and supervises vendor personnel establishing direction based on operational priorities 

• Schedules and assigns work tasks ensuring adequate coverage, skill matching, and efficient resource utilization 

• Monitors employee performance providing regular feedback, coaching, and corrective action when necessary 

• Conducts performance evaluations documenting achievements, development areas, and goals 

• Manage attendance, leave requests, and schedule adjustments to maintain operational continuity 

Training and Development 

• Guides and directs work teams to ensure compliance with objectives, procedures, and quality standards 

• Identifies training needs based on performance observations, incident trends, and new equipment or procedures 

• Develops training materials and delivers hands-on instruction for technical tasks and safety procedures 

• Coordinates external training opportunities for specialized skills or certifications 

• Cross-trains team members to build flexibility and redundancy in critical skill areas 

• Mentor junior technicians supporting their professional growth and skill development 

Team Communication and Engagement 

• Conducts regular team meetings to communicate priorities, safety updates, operational changes, and performance feedback 

• Fosters a culture of accountability, safety, continuous improvement, and customer service excellence 

• Encourages employee participation in problem-solving and process improvement initiatives 

• Recognizes and rewards outstanding performance to reinforce desired behaviors 

• Addresses interpersonal conflicts promptly and fairly maintaining positive team dynamics 

• Solicits employee feedback on operational challenges and improvement opportunities 

Required Qualifications 

Education 

• High school diploma or equivalent required 

• Associate's degree in Facilities Management, Building Systems, Industrial Maintenance, or related technical field preferred 

• Equivalent combination of education and directly related experience may be considered 

Experience 

• Minimum 5-7 years of facilities operations experience with demonstrated technical competency in building systems 

• Minimum 2-3 years in a supervisory capacity with proven ability to lead teams and manage performance 

• Proven track record managing building systems in commercial, industrial, or institutional environments 

• Experience coordinating vendor services and managing service level agreements 

• Demonstrated success implementing preventive maintenance programs and achieving operational improvements 

Certifications & Licenses (Preferred) 

• Certified Facility Manager (CFM) or Facility Management Professional (FMP) 

• HVAC, electrical, or plumbing trade license 

• First Aid/CPR certification 

• OSHA safety training certifications (OSHA 10 or OSHA 30) 

• Valid driver's license with acceptable driving record 

Technical Knowledge 

• Strong working knowledge of HVAC, electrical, plumbing, and building automation systems 

• Understanding of preventive maintenance principles, reliability-centered maintenance, and asset management 

• Comprehensive understanding of safety regulations including OSHA standards and local codes 

• Knowledge of controlled environments (GMP) and clean room operations preferred 

• Familiarity with building codes, fire safety codes, and accessibility standards 

• Understanding energy management principles and sustainability best practices 

Technical Skills 

• Proficiency with computerized maintenance management systems (CMMS) such as Corrigo, Maximo, or similar platforms 

• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with strong Excel skills for data analysis 

• Ability to read and interpret architectural drawings, technical specifications, and equipment manuals 

• Experience with building automation systems (BAS) and control programming preferred 

• Familiarity with mobile work order applications and digital inspection tools 

• Intermediate level of English for participation in conference calls and written communication 

Preferred Qualifications 

• Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field 

• Experience in pharmaceutical, biotechnology, or regulated manufacturing environments requiring GMP compliance 

• Knowledge of project management principles and experience coordinating capital improvement projects 

• Familiarity with sustainability certifications (LEED, ENERGY STAR) and green building practices 

• Training in Lean, Six Sigma, or other continuous improvement methodologies 

• Experience with Internet of Things (IoT) sensors and predictive maintenance technologies 

• Bilingual capabilities (English and Spanish)