Facilities Specialist

Be yourself at Protolabs
Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification.  We are an equal opportunity employer, and we are committed to building a diverse team that feels they are valued in the workplace.  So do you feel you do not meet every single requirement but still intrigued? We encourage you to still apply!  You can help make our company even better.  We do not discriminate based on race, color, national origin, sexual orientation, gender, age, mental or physical ability, or any way you represent yourself.  We strongly believe diversity makes for more successful teams.

Why Protolabs?
We are the leaders in digital manufacturing. We hire doers, makers, and creative thinkers who tackle our roles with an entrepreneurial spirit. Our culture is centered around meaningful work that brings new and innovative products to market at unprecedented speeds. We are a diverse team that comes from all walks of life and take pride in our team who is smart, genuine, humble, and passionate about what we do. It’s our people who fuel our creativity and make our culture feel like home.

Join our team as a Facilities Specialist

The Facilities Specialist reports to the Sr. Manager of Facilities (MN) and is primarily responsible for overseeing the operational and administrative functions of the company’s New Hampshire (NH) facilities. This role supports daily facility operations by coordinating maintenance activities, managing vendors, performing safety-related tasks, and conducting periodic internal and external facility inspections. The Facilities Specialist also schedules maintenance work, provides handyman services as needed, and ensures contractors enter and exit the building in compliance with all safety standards and company policies. This role will have a dotted line to the maintenance manager.

M-F

What You'll Do:
• Assist in defining the scope of work for Facility Service Providers, selecting vendors, monitoring service execution, and periodically re-evaluating service contracts.

• Manage preventative maintenance and testing programs for facility infrastructure to ensure reliable operation, including fire and life safety systems, generators, BAS systems and related systems.

• Generate and maintain the master contractor database, current contact information, i.e. Phone email and salesperson if applicable

• Track, maintain, and publish actionable maintenance performance metrics using the Computerized Maintenance Management System (CMMS).

• Manage and expand the CMMS system, including but not limited to planning and scheduling, defining best practices, improving documentation standards, and entering all service paperwork and associated invoices.

• Identify trends and patterns in predictive maintenance data to address facility issues proactively rather than reactively.

• Coordinate with outside contractors to manage contracted maintenance activities on equipment such as HVAC systems, floor scrubbers, forklifts, elevators, generators, lawn services, plowing, roofing, irrigation, flags and handyman services.

• Partner with members of the Facilities team to ensure effective use of the work ticketing system for assigning and completing work orders.

• Coordinate activities requiring Facilities involvement with Production, including programs such as plastic and cardboard recycling.

• Maintain the Facilities Reference Guide and ensure it is accessible and current for the Facilities team members.

• Communicate facility-related information company-wide that may impact employees, such as fire system testing, heater startups, and burn-off periods.

• Track and code vendor costs and facility-related expenses to ensure spending aligns with the approved budget; proactively advise management when costs are trending outside plan or require adjustment.

• Maintain Certificates of Insurance (COI) and Service Level Agreements (SLA) with new and existing vendors, specific to the equipment and services for which they are responsible.

• Coordinate with Administrative Assistants on facility-related activities, events, and special needs.

• Work with the Maintenance Manager on construction projects, infrastructure improvements, and space planning initiatives.

• Support maintenance and special projects under the direction of the Maintenance Manager, with direct reporting to the Sr. Manager of Facilities.

• Perform other duties as assigned. (This role encompasses responsibilities that may overlap with other facility and maintenance functions.)

What It Takes:
Education and Experience:

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Associate degree in a related field

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Relevant experience in Facilities, Workplace, Operations, or a related function, including areas such as vendor management, contracts, and facilities operations.

Knowledge, Skills, and Abilities:

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Proficiency with computers and Microsoft Office applications.

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Working knowledge of CMMS systems and their practical application.

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Strong written and verbal communication skills.

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Ability to multitask, prioritize work, and solve problems effectively.

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Availability to work normal business hours and respond to after-hours calls as needed.

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Flexibility to occasionally modify work schedules, including early mornings, late evenings, or weekends, to support facility needs.

What Makes You Standout :
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Experience with CMMS systems

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Vendor and contractor management experience

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Ability to interpret contracts and service agreements

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Self-starter with strong initiative

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Experience creating and managing detailed scopes of work

What's In It For You?:
• We offer a competitive salary and annual bonus opportunity

• In addition, we offer amazing benefits including but not limited to:

• Health Insurance: Traditional OR High Deductible plan

• Flexible Spending Accounts

• Health Savings Account (including employer contributions)

• Dental and Vision

• Basic and Supplemental Life Insurance

• Short-Term and Long-Term Disability

• Paid caregiver leave

• You will receive at least 3 weeks of PTO + Holiday Pay + Wellness Hours + Volunteer Hours

• 401k with company match and immediate vest

• Employee Stock Purchase Program at a 15% discounted rate

• Matching grants through Protolabs foundation

• And More!

Proto Labs maintains ITAR-compliant operations in all of our United States based facilities. Due to ITAR regulations, this role is only open to U.S. Citizens, lawful permanent residents (green card holders) or foreign nationals granted refugee or asylee status. Individuals with temporary visas (e.g. E, F-1, H-1, H-2, L, B, J, TN or OPT) are not eligible for hire in this role.

Proto Labs, Inc. is an Equal Opportunity Employer

Physical Demands:
While performing the essential duties of this job, the employee is regularly required to sit; use a computer keyboard, monitor and mouse, telephone and printer; reach with hands, and arms, talk, see and hear. The employee is occasionally required to stand, walk, stoop or kneel and must occasionally lift and/or move up to 25 pounds.
Work Environment:
Indoors (A/C); nonsmoking; the majority of this job function is performed in an office setting requiring normal safety precautions. However, there may be job duties that require the employee to spend time in the manufacturing areas exposed to machinery and noise; eye protection occasionally required. Occasionally works in outside weather conditions. Occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock and vibration. The noise level in the work environment is usually quiet to moderate.