Facilities Operations Specialist

This is a Full Time Job


The Role

The Facilities Professional supports the day-to-day operations of the Nashville office, helping to provide a safe, efficient, and well-maintained workplace for employees and guests. Reporting to the Facilities Lead, this role assists in facilities operations, space planning, office moves, vendor coordination, and internal event execution.

This position requires a service-oriented, highly organized individual who is comfortable working in a fast-paced environment and supporting multiple priorities. The Facilities Professional will play an important role in maintaining operational excellence while providing responsive, high-quality workplace support.

Key Responsibilities
Facilities Operations Support
• Support the Facilities Lead in the day-to-day operation of the Nashville office.
• Assist with facilities-related projects, improvements, and office enhancements.
• Help coordinate space planning efforts and office moves to ensure efficient use of space.
• Maintain seating assignments and support updates within space planning systems.
• Utilize the Facilities department software to manage and track work orders and tasks.
• Conduct routine office walkthroughs to identify maintenance or operational needs.
• Assist in ensuring all office moves and new hire setups are completed accurately and on time.
• Coordinate with building management and vendors for deliveries, maintenance requests, and compliance documentation.

Vendor & Administrative Support
• Assist with vendor coordination, supply ordering, and service scheduling.
• Support invoice processing, P-Card reconciliation, and expense tracking.
• Help maintain the guest office calendar and shared space scheduling.
• Assist in tracking facilities-related expenses and supporting budget oversight.

Events Support & Coordination
• Support the planning and execution of Nashville-based internal events.
• Coordinate with internal stakeholders and external vendors to ensure facilities readiness for events.
• Assist with event logistics, including room setup, catering coordination, equipment needs, and breakdown.
• Provide on-site support during events, including occasional after-hours or weekend coverage as needed.
• Help ensure the office environment meets company standards during events and executive visits.

Reporting & Operational Support
• Assist the Facilities Lead in preparing reports on facility operations, maintenance activities, and event support.
• Help maintain weekly activity reporting and departmental metrics.
• Track occupancy updates and support space utilization reporting.
• Provide administrative and operational support for project updates and leadership reporting.

Service & Workplace Standards
• Provide professional, responsive service to employees and guests.
• Handle requests and operational issues with professionalism and composure.
• Build positive working relationships across departments.
• Identify opportunities to improve processes and workplace efficiency.
• Perform additional projects and duties as assigned.

Requirements
• 3–5 years of experience in facilities, office management, workplace operations, or a related role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with facilities or space planning software preferred.
• Ability to coordinate vendors and track multiple tasks simultaneously.
• Basic understanding of building operations and office infrastructure preferred.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Detail-oriented with strong follow-through.
• Ability to prioritize and manage multiple tasks.
• Strong customer service mindset.
• Adaptability in a dynamic, fast-paced environment.
• Professionalism and composure under pressure.
• Experience supporting office moves, vendors, or workplace events preferred.
• Experience in a corporate or fast-paced office environment preferred.

Location and Work Conditions
• Monday–Thursday (9:00am–6:00pm in office); Friday (work remotely unless needed in office); overtime as required.
• May require occasional lifting or movement of office equipment/supplies.
• Will involve cross-functional collaboration across all departments of a global entertainment agency.