Facilities Specialist

About this role

#WeAreONEOK – Fortune 500 company. 100+ years in business. Leading midstream service provider. Safety first. Sustainable operations. Environmentally responsible. Employee focused.

JOB SUMMARY The Facilities Specialist is responsible for supporting the day-to-day operations, organization, security, and overall functionality of the office environment while serving as a key point of contact for employees, visitors, vendors, and leadership. This role manages office supplies and vendor services, coordinates facility maintenance and workplace operations, administers employee and visitor access systems, and ensures a clean, efficient, and welcoming workplace. Responsibilities also include supporting new hire onboarding, handling mail and package distribution, coordinating meetings and conference room logistics, assisting with administrative tasks for leadership, and planning employee engagement activities, training sessions, company events, and workplace programs. The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities while maintaining strong attention to detail, confidentiality, and a commitment to delivering exceptional workplace support and employee experiences. Job Profile Summary

Perform work related to the day-to-day administration, organization, security, and operational support of the office environment. Serve as a key point of contact for employees, visitors, vendors, and leadership while ensuring the workplace remains secure, well-stocked, efficient, and welcoming. This position combines office management, facilities coordination, security administration, event planning, and employee support responsibilities.

Essential Functions and Responsibilities • Deliver and pick up mail and packages multiple times daily. • Maintain and verify information including, but not limited to: invoices and requisitions. • Manage and maintain office supply inventories, including break room snacks, beverages, coffee supplies, kitchen consumables, and general office materials. • Coordinate vendor services and deliveries to ensure uninterrupted office operations. • Conduct routine inspections of common areas, conference rooms, kitchens, and office spaces to maintain cleanliness, organization, and functionality. • Submit and track facility maintenance requests and coordinate repairs with building management and service providers. • Monitor and maintain office systems and processes to ensure efficiency and consistency in daily operations. • Identify opportunities to improve workplace processes, organization, and service delivery. • Administer employee and visitor badge access systems. • Create, modify, and deactivate access credentials in accordance with company security policies. • Assist with investigations related to security incidents, unauthorized access, or facility concerns. • Serve as the primary point of contact for office-related employee inquiries and requests. • Assist new hires with office orientation, workspace setup, and facility access. • Coordinate visitor registration, reception support, and guest accommodations. • Provide administrative assistance to office personnel and department leaders as needed. • Support employee engagement initiatives and workplace programs. • Coordinate meeting logistics, including room setup, audiovisual equipment, catering, and materials preparation. • Resolve scheduling conflicts and optimize utilization of shared meeting spaces. • Plan, organize, and execute company meetings, celebrations, training sessions, and employee engagement events. • Coordinate event logistics, including vendors, catering, budgets, communications, and onsite support. • Manage event calendars and ensure successful execution of company-sponsored activities. • Collaborate with leadership and internal stakeholders to support organizational events and initiatives.

Education • H.S. Diploma

Work Experience Experience and/or training related to: • Office administration, facilities coordination, workplace services, or a related field.

Knowledge, Skills and Abilities • Knowledge of: office operations, administrative processes, and facilities coordination. • Knowledge of: workplace services, vendor coordination, and basic security and access control procedures. • Skills in: organization, multitasking, problem-solving, and the use of Microsoft Office Suite and office scheduling systems. • Skills in: customer service, communication, and coordination of meetings and events. • Ability to: communicate effectively, both verbally and in writing. • Ability to: manage time, prioritize tasks, and maintain attention to detail. • Ability to: maintain discretion and confidentiality when handling sensitive information. • Ability to: identify, evaluate, and respond to workplace issues and operational needs. • Ability to: collaborate with teams, support employees and leadership, and adapt to changing priorities.

Licenses and Certifications • Driver's License Upon Hire required

Strength Factor Rating - Physical Demands/Requirements • Medium Work - Exerting 20 to 50 pounds of force occasionally and/or 10 to 25 pounds of force frequently and/or greater than negligible up to 10 pounds of force constantly to move objects. Physical Demand requirements are in excess of those for Light Work.

Strength Factor Description - Physical Demands/Requirements • Standing: Remaining on one's feet in an upright position at a work station without moving about (Constantly) • Walking: Moving about on foot (Constantly) • Sitting: Remaining in a seated position (Occasionally) • Lifting: Raising or lowering an object from one level to another (includes upward pulling) (Frequently) • Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder (Frequently) • Pushing: Exerting force upon an object so that the object moves away from the force (Frequently) • Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking)

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