Nature of Work: The Facilities Specialist supports the safe, efficient, and reliable operation of 3Rivers facilities, grounds, and agency vehicles. This position performs routine maintenance and light-duty repairs, assists with facility improvement projects, coordinates outside vendors and contracted services, and responds to seasonal and emergency maintenance needs.
The Facilities Specialist works independently under the direction of the Director of Facilities and serves as a primary contact for facility and vehicle service vendors. The position requires regular and proactive communication with leadership, employees, contractors, and vendors to ensure maintenance concerns and projects are addressed safely, promptly, and within approved budgets.
Facilities Maintenance & Repair:
- Plan, prioritize, and independently complete routine repairs and preventive maintenance at 3Rivers-owned and leased properties.
- Perform light-duty maintenance and repair work, including basic carpentry, painting, plastering, fixture replacement, and similar general maintenance activities.
- Support the maintenance, servicing, and repair of agency vehicles.
- Conduct routine inspections of facilities, grounds, equipment, and vehicles to identify maintenance needs, safety hazards, or necessary repairs.
- Address maintenance concerns within the scope of the position and coordinate qualified contractors when specialized or licensed work is required.
- Maintain tools, equipment, supplies, and work areas in a safe, clean, and organized condition.
- Notify the Director of Facilities promptly of emergency maintenance needs, significant property damage, safety hazards, or repairs requiring immediate attention.
Vendor & Contractor Coordinator:
- Serve as a primary contact for service vendors, including appliance repair technicians, heating service providers, vehicle repair shops, plumbers, electricians, office cleaning contractors, and other service professionals.
- Coordinate access to facilities and communicate the scope, scheduling, and operational needs associated with vendor work.
- Monitor contracted services to help ensure work is completed safely, on schedule, within the approved scope, and within budget.
- Maintain proactive communication with the Director of Facilities regarding vendor performance, project delays, changes in scope, additional expenses, and unresolved concerns.
- Review completed vendor work and coordinate appropriate follow-up when work does not meet agency expectations or project requirements.
- Maintain professional and productive relationships with vendors, contractors, property owners, and property-management representatives.
Project & Purchasing Support:
- Assist the Director of Facilities with facility renovations, repairs, improvements, equipment replacement, and other assigned projects.
- Obtain a minimum of two written estimates for facility projects valued between $3,500 and $9,999.
- Obtain a minimum of three written estimates for facility projects valued at $10,000 or more.
- Present estimates, supporting information, and recommendations to the Director of Facilities for review and approval before work begins.
- Monitor project schedules, expenses, and completion status.
- Promptly report potential budget concerns, unexpected expenses, delays, or proposed changes in project scope.
- Ensure work is not authorized outside the approved scope or budget without prior authorization from the Director of Facilities.
- Maintain applicable estimates, purchase records, invoices, warranties, service reports, and project documentation.
Grounds & Seasonal Maintenance:
- Maintain lawns, small trees, shrubs, walkways, parking areas, driveways, and exterior spaces at assigned 3Rivers properties.
- Safely operate lawn-care, snow-removal, and other grounds-maintenance equipment.
- Adjust the work schedule during inclement weather to provide snow removal, shoveling, sanding, salting, cleanup, and related services.
- Maintain safe access to entrances, exits, walkways, driveways, and parking areas at assigned owned and leased properties.
- Monitor weather-related facility conditions and notify the Director of Facilities of significant concerns, property damage, or access issues.
- Flex the work schedule as needed to address urgent, weather-related, emergency, or high-priority assignments.
Documentation & Recordkeeping:
- Maintain accurate and timely records of facility and vehicle inspections, maintenance requests, repairs, preventive maintenance, vendor services, and completed work.
- Track outstanding maintenance needs and ensure appropriate follow-up is completed.
- Document identified hazards, corrective actions, unresolved concerns, and vendor recommendations.
- Maintain receipts, estimates, invoices, warranties, equipment manuals, service records, and other facility-related documents.
- Use agency-approved systems and computer applications to maintain records and communicate project updates.
- Protect confidential and sensitive information in accordance with federal, state, and 3Rivers requirements.
- Follow all applicable 3Rivers policies, procedures, licensing standards, safety practices, and regulatory requirements.
- Perform duties in accordance with applicable Occupational Safety and Health Administration requirements and established safe-work practices.
- Use appropriate personal protective equipment and safety devices.
- Follow applicable safety procedures when using ladders, operating equipment, accessing elevated areas, or working in confined or restricted spaces.
- Report unsafe conditions, injuries, incidents, property damage, vehicle concerns, or equipment malfunctions promptly.
- Ensure employees receive appropriate instructions regarding the safe and proper use of newly installed appliances or equipment.
- Maintain clear access to emergency exits, fire-protection equipment, utility areas, and safety systems.
- Serve as a member of the 3Rivers Safety Committee.
- Attend required training, meetings, safety programs, and professional-development activities.
Communication & Organizational Support:
- Maintain regular communication with the Director of Facilities regarding maintenance priorities, project status, vendor activity, safety concerns, and emerging facility needs.
- Respond professionally and promptly to maintenance requests and provide appropriate updates regarding progress and completion.
- Coordinate work in a manner that minimizes disruption to programs, services, employees, and individuals supported.
- Maintain effective working relationships with employees, leadership, members of the Board of Directors, individuals supported, vendors, contractors, and community partners.
- Demonstrate professionalism, reliability, discretion, and respect when working in offices, residences, program locations, and other agency settings.
- Support the safe and effective operation of multiple 3Rivers worksites.
- Perform other facilities-related duties as assigned by the Director of Facilities.
Organizational Expectations
- Promote the agency’s mission and values through leadership, collaboration, and professional conduct.
- Embrace change, innovation, and continuous quality improvement.
- Foster a team culture grounded in respect, accountability, inclusion, and person-centered practices.
- Support and advocate for the rights, dignity, and self-determination of individuals receiving services.
- Maintain compliance with all agency policies, safety standards, and ethical practices.
- Accountability: We take ownership of our actions, follow through on commitments, and hold ourselves and each other to high standards.
- Adaptability: We embrace change, stay open to feedback, and grow through learning and evolving together.
- Collaboration: We work as one team, listening, supporting, and building on each other’s strengths.
- Empowerment: We support individuals in making their own choices, fostering independence, self-expression, and valuing every voice and experience with respect and empathy.
- Community: We believe in the power of connection and community. We are dedicated to serving, placing the needs and well-being of those we support at the center of all we do.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time.
Knowledge, Skills, and Abilities:
- Working knowledge of tools, equipment, materials, and safety practices used in general maintenance, grounds care, and basic carpentry.
- Ability to identify routine maintenance needs and recognize when work requires a specialized or licensed contractor.
- Ability to safely operate hand tools, power tools, maintenance equipment, grounds equipment, and agency vehicles.
- Ability to prioritize and manage assignments across multiple locations.
- Ability to work independently, exercise sound judgment, and complete assignments with appropriate follow-through.
- Strong organizational, time-management, problem-solving, and documentation skills.
- Ability to communicate clearly and professionally with employees, leadership, vendors, contractors, and other stakeholders.
- Ability to review estimates, monitor projects, and identify potential budget, scheduling, or safety concerns.
- Basic computer skills, including email, Microsoft Word, and agency documentation systems.
- Familiarity with OSHA requirements, licensing standards, facility safety practices, and contractor oversight preferred.
- Ability to maintain professional values, ethical conduct, discretion, and confidentiality.
The employee must be able to perform the following essential functions, with or without reasonable accommodation:
- Sit, stand, walk, and move throughout facilities, buildings, grounds, and outdoor areas for prolonged periods.
- Frequently bend, stoop, kneel, crouch, crawl, twist, climb, and reach overhead.
- Climb and work from ladders and access elevated areas when properly trained and authorized.
- Enter confined or restricted spaces when appropriate safety procedures are in place.
- Lift, carry, push, pull, position, and move tools, materials, supplies, and equipment weighing up to 50 pounds.
- Safely enter and exit vehicles and travel between multiple agency locations.
- Operate vehicles, hand tools, power tools, grounds equipment, and snow-removal equipment.
- Perform work in heat, cold, rain, snow, ice, dust, noise, and other changing environmental conditions.
- Wear required personal protective equipment and follow established safety procedures.
- High school diploma or equivalent required.
- Previous experience performing general maintenance, basic carpentry, painting, plastering, grounds maintenance, or other light-duty repairs required.
- Experience coordinating vendors, contractors, repair projects, or work across multiple locations preferred.
- Experience working in residential, healthcare, human-services, nonprofit, or other regulated environments preferred.
- Valid State of Maine driver’s license and an acceptable driving record.
- Ability and willingness to travel regularly among 3Rivers locations.
- Ability to adjust the work schedule in response to inclement weather, emergency repairs, urgent maintenance needs, and operational priorities.
- Successful completion of all required background, registry, and exclusion checks, including:
- Adult Protective Services;
- Child Protective Services;
- Office of Inspector General Exclusion List;
- National Sex Offender Registry;
- Bureau of Motor Vehicles record; and
- Maine Certified Nursing Assistant Registry.
Help keep 3Rivers running safely and smoothly!
We are seeking a hands-on, dependable Facilities Specialist to help maintain our buildings, grounds, and agency vehicles across multiple locations. This role is ideal for someone who enjoys variety, solving problems, working independently, and seeing the immediate results of their work.
From completing general repairs and coordinating contractors to maintaining outdoor spaces and responding to seasonal needs, the Facilities Specialist plays an important part in creating safe, welcoming, and reliable environments for our employees and the individuals we support. The successful candidate will have general maintenance experience, strong organizational and communication skills, and the flexibility to respond to urgent repairs and inclement weather when needed.
