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Job Description: Facilities Specialist
Job Title: Facilities Specialist
Department: Facilities Management / Environmental Health & Safety
Reports To: Facilities Lead/ EHS Manager/ Facilities Supervisor
FLSA Status: Exempt
Location: Añasco, J&J
Position Summary
This multifaceted role combines environmental health and safety management, pest control program coordination, and facilities planning functions to ensure safe, compliant, and operationally efficient workplace environments. The position requires a strategic mindset balanced with hands-on execution across safety compliance, vendor management, and capital planning initiatives. The ideal candidate will demonstrate expertise in regulatory compliance, strong organizational skills, and the ability to manage diverse stakeholder relationships while maintaining multiple concurrent workstreams.
Primary Responsibilities
Support in EHS
Serves as the primary environmental health and safety support for assigned facilities, developing and implementing comprehensive programs that protect employees, visitors, and contractors while ensuring full regulatory compliance.
Safety Program Management

• Implements, and maintains site-specific safety programs including lockout/tagout, confined space entry, fall protection, respiratory protection, hazard communication, and bloodborne pathogens
• Establishes and monitors key performance indicators (KPIs) for safety metrics including incident rates, near-miss reporting, training completion, and inspection findings
• Conducts comprehensive facility safety audits and inspections on scheduled and unscheduled bases, documenting findings and tracking corrective action completion
• Performs job hazard analyses (JHAs) and develops safe work procedures for high-risk activities
• Maintains emergency action plans (EAPs).
• Oversee safety committee activities, facilitating regular meetings and driving continuous improvement initiatives

Compliance & Regulatory

• Ensuring compliance with OSHA regulations (29 CFR), EPA requirements, state and local codes, and industry-specific standards
• Maintains all required safety documentation including OSHA 300 logs, Form 300A annual summaries, and injury/illness records
• Manages Safety Data Sheet (SDS) library and ensures accessibility in accordance with OSHA Hazard Communication Standard
• Coordinates regulatory inspections and serves as primary liaison with OSHA, EPA, fire marshals, and other regulatory agencies
• Monitors changes in applicable regulations and updates programs accordingly
• Manages environmental compliance programs including waste management, air quality, storm water, and spill prevention

Incident Management & Investigation

• Responds to workplace incidents, injuries, illnesses, and near-misses, conducting thorough root cause investigations
• Completes detailed incident reports with corrective and preventive action recommendations
• Coordinates worker's compensation claims process and maintains communication with injured employees, claims administrators, and medical providers
• Tracks post-incident follow-up including return-to-work accommodations and preventive measure implementation
• Analyzes incident trends to identify systemic issues and develop targeted interventions
• Conducts post-incident reviews with affected teams and management

Training & Education

• Delivers comprehensive safety training programs for new hires, contractors, and existing employees
• Creates training materials including presentations, handouts, videos, and online modules
• Maintains training records and ensures employees receive required annual refresher training
• Evaluates training effectiveness through assessments, observation, and incident data analysis
• Coordinates external training providers for specialized certifications (first aid/CPR, forklift operation, etc.)

Risk Assessment & Mitigation

• Performs comprehensive risk assessments for new processes, equipment installations, facility modifications, and operational changes
• Develop and implement risk mitigation strategies including engineering controls, administrative controls, and PPE requirements
• Conducts ergonomic assessments and recommends workplace modifications to prevent musculoskeletal disorders
• Reviews and approves contractor safety plans and permits for high-hazard work
• Participates in design reviews for renovation and construction projects to incorporate safety considerations

Safety Culture & Communication

• Promotes positive safety culture through visible leadership, employee engagement, and recognition programs
• Develops safety communications including newsletters, bulletin board postings, and digital content
• Organizes safety awareness campaigns and events (e.g., National Safety Month activities)
• Conducts behavioral safety observations and provide constructive feedback
• Establishes channels for anonymous safety reporting and employee feedback

Support Pest Control
Support integrated pest management programs across assigned facilities to maintain healthy, sanitary environments while minimizing environmental impact and ensuring regulatory compliance.
Program Implementation & Monitoring

• Conducts regular facility inspections to identify pest activity, conducive conditions, entry points, and sanitation issues
• Documents findings using standardized inspection forms and photographic evidence
• Support pest control logs documenting service dates, areas treated, products applied, and results

Compliance & Documentation

• Ensures pest control activities comply with EPA regulations, state pesticide laws, and local health codes
• Maintains Material Safety Data Sheets (MSDS) for all pesticides used on properties
• Reviews and files pesticide application records and vendor treatment reports
• Coordinates with health departments during inspections related to pest issues
• Ensures proper posting and notification procedures for pesticide applications in accordance with regulations

Tenant & Occupant Relations

• Investigates and responds to pest-related complaints from tenants, occupants, and facility users
• Provides education on preventive measures and individual responsibilities for pest management
• Coordinates access for inspections and treatments while minimizing disruption
• Escalates persistent or complex pest issues to management with recommended solutions

Continuous Improvement

• Analyzes pest activity data to identify patterns and develop preventive strategies
• Research emerging pest management technologies and best practices
• Recommend facility improvements to eliminate conducive conditions (structural repairs, sanitation enhancements, landscaping modifications)
• Develop standard operating procedures for pest management across the portfolio

Support in Planner
Supports strategic facilities planning initiatives including space optimization, capital project coordination, preventive maintenance scheduling, and long-term facility needs assessment.
Capital Planning & Project Coordination

• Supports business case development for capital projects including cost-benefit analysis and return on investment calculations
• Coordinates with project managers, engineers, and contractors during planning and execution phases of capital projects
• Tracks capital project budgets, timelines, and deliverables, providing status updates to stakeholders
• Participates in post-project evaluations to capture lessons learned and best practices

Space Planning & Optimization

• Analyzes space utilization data to identify opportunities for optimization and cost reduction
• Supports workplace strategy initiatives including flexible workspace design
• Supports office moves.

Preventive Maintenance Planning

• Develops and maintains comprehensive preventive maintenance schedules for building systems, equipment, and grounds
• Coordinates preventive maintenance activities with vendors, contractors, and internal maintenance teams
• Supports transition from reactive to predictive maintenance strategies using condition monitoring and analytics

Strategic Planning Support

• Collects and analyzes facilities data to support strategic decision-making and portfolio planning
• Develops and maintains facility performance dashboards tracking key operational metrics
• Participates in long-range facilities master planning initiatives
• Research trends, benchmarks, and emerging technologies relevant to facilities management
• Prepares reports and presentations for senior leadership on facilities planning topics, if necessary

Facilities support

• Control and manage the work of specialized consultants, contractors and internal staff in construction service projects and specialized operational maintenance issues.
• Be responsible for planned and reactive tasks in accordance with the requirements of the Service Level Specification.
• Provide analysis and technical feedback on maintenance feedback from both the internal group and contractors.
• Maintain good relationships with everyone: customers, and visitors and respond to any complaints/situations promptly. Any problems should be reported to your supervisor immediately.
• Support with the documentation of the tasks carried out in maintenance.
• Performs general handyman tasks to keep the facilities in good condition
• Complies with policies for the safe storage, use, and disposal of hazardous materials
• Maintains a clean and safe working environment
• Keeps records of work done in a clean and organized manner.
• All other duties and tasks assigned to you.

Required Qualifications

• combination of education and directly related experience may be considered

Experience

• Minimum 2 years of progressive experience in environmental health and safety, preferred.
• Experience conducting incident investigations and implementing corrective actions
• Demonstrated success coordinating vendor services and managing service level agreements
• Experience with facilities planning, project coordination, or related functions preferred

Certifications & Licenses

• Valid driver's license with acceptable driving record
• OSHA 10 hr

Technical Knowledge

• Working knowledge of safety program elements including hazard communication.
• Familiarity with building systems, preventive maintenance practices, and facility operations
• Knowledge of integrated pest management principles and pest biology
• Understanding capital planning processes, space planning principles, and project management fundamentals

Technical Skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with advanced Excel skills.
• Experience with computerized maintenance management systems (CMMS) or computer-aided facilities management (CAFM) platforms
• Ability to read and interpret architectural drawings, building plans, and technical specifications
• Familiarity with safety management software and incident tracking systems
• Proficiency with data visualization and reporting tools preferred
• Experience with project management software (MS Project, Smartsheet, etc.) a plus

• Bilingual capabilities (English plus Spanish or other relevant language)

Key Competencies & Skills
Core Competencies

• Regulatory Knowledge & Compliance: Understanding of applicable regulations with ability to translate requirements into practical implementation strategies
• Risk Assessment & Critical Thinking: Strong analytical skills to identify hazards, evaluate risks, and develop effective control measures
• Communication & Influence: Excellent written and verbal communication skills with ability to engage diverse audiences from frontline workers to senior executives
• Attention to Detail: Meticulous documentation practices and thoroughness in inspections, investigations, and reporting
• Problem-Solving: Creative and practical approach to resolving complex safety and operational challenges
• Organization & Time Management: Ability to manage competing priorities, meet deadlines, and maintain multiple concurrent projects

Interpersonal Skills

• Builds collaborative relationships with internal stakeholders, vendors, contractors, and regulatory agencies
• Demonstrates diplomacy and tact when addressing safety violations or performance issues
• Coaching and mentoring abilities to develop safety awareness and capabilities in others
• Conflict resolution skills to address disagreements regarding safety practices or resource allocation
• Cultural sensitivity and ability to work effectively with diverse populations

Leadership Attributes

• Leads by example, demonstrating personal commitment to safety and operational excellence