Facilities Specialist

SpaceXAI’s mission is to create AI systems that can accurately understand the universe and aid humanity in its pursuit of knowledge. Our team is small, highly motivated, and focused on engineering excellence. This organization is for individuals who appreciate challenging themselves and thrive on curiosity. We operate with a flat organizational structure. All employees are expected to be hands-on and to contribute directly to the company’s mission. Leadership is given to those who show initiative and consistently deliver excellence. Work ethic and strong prioritization skills are important. All employees are expected to have strong communication skills. They should be able to concisely and accurately share knowledge with their teammates.

ABOUT THE ROLE:

SpaceXAI is building and operating one of the world’s largest AI training campuses in Memphis, including Colossus and site facilities that support it.The Facilities Specialist is the vendor, contract, and project-coordination backbone of the facilities maintenance organization.

You will support managers and supervisors by having large ownership over purchasing, bidding, contractor walk-downs, work-order and spend reporting, and the contracts that keep buildings and grounds running—janitorial, landscaping, waste, pest control, elevators, and repair services and more. 

RESPONSIBILITIES:

• Assist the Facilities Manager(s) and Supervisors in all aspects of project implementation as needed.
• Create and take part in meetings and presentations with site and executive leadership.
• Provide campus-wide reporting on departmental spend, ticketing, and other metrics as requested.
• Maintain contracts for facilities services such as elevators, waste, recycling, pest control, landscaping, janitorial, and other repair services.
• Obtain multiple bids from competing contractors.
• Perform job walk-downs with vendors, engineers, supervisors, and managers.
• Work with the purchasing department to ensure vendors are approved, vetted, and insured.
• Assist with badging, NDA requirements, and safety training for vendors and contractors.
• Create RFPs/RFPOs and assist buyers with vendor selection.
• Ensure purchase orders are accurate with no cost overruns.

BASIC QUALIFICATIONS:

• High school diploma or equivalency certificate.
• 5+ years of facility vendor and contract management experience.

PREFERRED SKILLS AND EXPERIENCE:

• Experience with facilities on a large campus, industrial site, or similar environment.
• Familiarity with space planning procedures and operations.
• Knowledge of computer applications and the ability to easily navigate through different computer software programs.
• Ability to create and update RFPs/RFPOs and facilities work orders in an ERP or CMMS.
• Ability to work effectively in a team environment.
• Ability to make independent judgments with limited information.
• Communication skills for relaying data (verbally and in writing) between other employees, vendors, and customers.
• Logical and strategic approach to solving problems.
• Ability to read and understand basic floor plans.
• Comfortable working in a high-stress environment balancing several projects at any given time, and the flexibility to adjust for abrupt changes in strategic direction.

ADDITIONAL REQUIREMENTS:

• Based at the Memphis, TN campus.
• Schedule varies based on site operational needs; extended hours and weekends could be required; flexibility required.
• Typically exposed to work in outdoor environments – heat, cold, rain.

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