Facility Operational Support Specialist

Job purpose Facility Operational Support Specialist ensures the smooth operation of all facility systems and services by managing maintenance requests, coordinating with contractors, maintaining accurate technical and administrative documentation, and supporting cross-departmental facility management activities. This role enables efficient, safe, and compliant operations across multiple sites while providing timely support to the Facilities Management team and stakeholders.

Responsibilities

Ticket & Contractor Management

• Receive, register, and monitor all maintenance tickets, including electrical, mechanical, HVAC, refrigeration, plumbing, ventilation, lifts, travelators, and cargo lifts.
• Track Service Level Agreements (SLAs) for city and regional sites.
• Maintain comprehensive records of completed works for all contractors in Excel or other FM systems.
• Verify accuracy of reports from supervisors, engineers, and technicians.
• Ensure proper closure of tickets in the FM software (e.g., Fiix).

Equipment Documentation Management

• Maintain complete documentation for lifts, travelators, and cargo lifts, including test protocols, acts, reports, and contracts.
• Archive documents electronically and physically.
• Prepare monthly reports on accidents, defects, and completed works.
• Monitor service company performance and ensure compliance.
• Prepare data and reports for CPO, HSE, and Finance teams.

Minimum Stock & Procurement Control

• Maintain a list of critically necessary spare parts and items (MIN-STOCK LIST).
• Track procurement status with the Procurement team.
• Initiate creation of purchase orders for required items.

Technical Service & Vehicle Support

• Monitor fines and maintenance schedules for FM department vehicles.
• Prepare monthly reports on vehicle usage and service.
• Verify invoices and service acts related to transport maintenance.

Requirements

• Bachelor’s degree in Economics, Engineering, or related field preferred.
• 1 year of experience in facility operations, technical support, or maintenance coordination.
• Strong organizational and administrative skills.
• MS Excel and reporting tools.
• Excellent communication and coordination skills across departments and vendors.
• Attention to detail and ability to maintain accurate documentation.
• Ability to manage multiple tasks and deadlines efficiently.
• Interaction with contractors, suppliers, and internal teams across locations.
• Fluent Knowledge of Russian language, English language is desirable

How to apply:

Interested candidates can apply by sending their CV with the subject “Facility Operational Support Specialist” to [email protected]. Please note that only shortlisted candidates will be contacted for the next stage of the recruitment process.