WHAT WE CAN ACHIEVE TOGETHER
The Facilities Specialist will work as part of a team within a Business Unit providing a broad range of resources. They will manage one specific functional activity, such as Finance, Human Resources, procurement, facilities, meetings management, special events, training, volunteer programs, etc. This is a full-time position which will require the successful candidate to be physically present in the Arlington Office 5 days/week.
The Facilities Specialist will work hand-in-hand with TNC's Director of Office Management who has complete responsibility for the Arlington Office building space which Conservancy staff and tenants occupy. The Facilities Specialist will work towards meeting the strategic priorities of the Office Management (OM) team by developing and implementing tactics for approved plans and completing and organizing multiple tasks and activities. They will maintain, track, and report on key data related to the scope and priorities of the functional activity. The Specialist must have a working knowledge of the systems and resources utilized by the team in order to provide programmatic support and coordinate communications related to the resources. They will complete activities with multiple variables, setting realistic deadlines and managing the timeline. They will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will adapt processes and implement recommended practices in order to improve effectiveness of the Arlington Office of The Nature Conservancy.
They will have overall responsibility for interfacing with the public and community engagement including, but not limited to; native plant garden management and coordinating volunteer days, providing interested parties with opportunities to view the Bio-Solar Roof, and coordinating content and delivery of such content in the main lobby with IT and Marketing staff. The Specialist will take on additional duties to enhance the work of the team, including, but not limited to, assisting the Director of Office Management with the Conservancy's Business Continuity Management Plan (BCMP) and updating the BCMP on a regular basis. In concert with the Property Management Teams, the Facilities Specialist will ensure that the requirements for re-certifying LEED Existing Building Certification are met and any requirements of the management of the facility in order to pursue other LEED certifications or WELL certifications which may be achieved as part of the ongoing management of the WO Building.
The Facilities Specialist will work with OM Team to coordinate logistics for organizational wide meetings and/or special events. They may create program materials, schematic floor plans and perform analysis and research related to program activities. They will coordinate with stakeholders for program success and may serve as the lead liaison with partners or vendors. The Specialist will communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will keep up to date on market trends and best practices in order to improve services.
RESPONSIBILITIES & SCOPE
- Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems.
- Demonstrate sensitivity in handling confidential information.
- May be responsible for the work of peers on departmental project teams.
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
- Financial responsibility may include purchasing, processing invoices and transfers, negotiating and contracting with vendors, and participating in budget preparation.
- Manage projects with several variables - set realistic deadlines, manage a timeline, and ensure accountability.
- May participate in complex negotiations.
- Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs.
- Travel and work flexible hours, as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.
- Work within scope of program's strategic goals.
