Facilities Support Specialist

Knoxville ; Zoo • 1m ago

Position Type:
  Administrative

Date Posted:
  11/4/2025

Location:
  Zoo Knoxville

Job Title: Facilities Support Specialist

Department:      Facilites                                                                           Date Written / Updated: 10/30/25

Reports To: Director of Facilities Status: Full Time, Non-Exempt

Supervises: N/A Pay Range: $16.50 - $18.50 Hourly

SUMMARY OF POSITION:
The Facilities Support Specialist provides comprehensive administrative and operational support to the Director of Facilities in managing Zoo Knoxville’s Tool Room, Shipping and Receiving Department, and overall Facilities Support. This position ensures efficient departmental workflow by coordinating facility requests, processing invoices and work orders, maintaining records, and overseeing the distribution and use of tools, supplies, and vehicles. The Specialist also manages shipping and receiving operations, maintains inventory systems, and supports the Zoo’s operational and safety initiatives.

Administrative and Office Support

Provide administrative support to the Director of Facilities and Operations Department.
Organize and maintain documents, take notes, and relay messages as directed.
Draft, edit, and compose internal policies, reports, and correspondence.
Present department information to leadership, subcontractors, and stakeholders.
Maintain office records, perform data entry, and ensure document accuracy.
Schedule and assist with meetings, company, and community events.
Maintain positive relationships with vendors, clients, and coworkers.
Review and update office procedures to improve accuracy and reduce costs.
Follow and enforce all relevant policies, procedures, and regulations.
Manage departmental communication tools such as the breezeway message board.
Maintain and update Safety Data Sheets (SDS) with the Safety Officer.
Serve on internal committees such as Guest Experience, Safety, and Wellness, and report updates to the Director.
Maintain vehicle insurance and registration documentation.
Communicate effectively via phone, email, and two-way radio.

Financial and Procurement Support

Maintain and track all Operations Department billing.
Coordinate weekly with Finance to review and process invoices.
Obtain quotes and coordinate with potential subcontractors and vendors.
Track and record monthly internal and external water and utility usage in compliance with Knoxville Utility Board requirements.
Liaise with fuel suppliers to request and order fuel and related supplies for Zoo operations.
Maintain vendor insurance documentation

Work Order and Facility Coordination

Assign and track Work Order Requests for the Operations Department.
Maintain preventative maintenance programs for tools, vehicles, and equipment.
Observe facility and equipment conditions, reporting issues to the Director of Operations.
Support the setup, installation, and removal of exhibits, special events, and operational projects.
Assist during emergency situations and drills, including vehicle preparation and communication coordination.
Participate in monthly safety inspections and fire extinguisher checks.
Clean and maintain departmental vehicles and carts on a routine basis.
Oversee Motor Pool operations: maintain sign-out logs, inspect for damage, and ensure cleanliness.
Manage and monitor fuel distribution for zoo vehicles and equipment, inspecting tanks and replacing filters as needed.

Inventory

Maintain the appearance, organization, and functionality of the Tool Room.
Manage and track all tools, supplies, vehicles, and equipment used by Zoo staff.
Inspect, clean, and repair tools and carts regularly.
Inventory and catalog construction samples and blueprints.
Coordinate distribution and recordkeeping of staff uniforms.
Maintain clean and orderly Motor Pool, breezeway, fuel cabinets, and fueling station.

Shipping and Receiving

Unload, record, and distribute all incoming packages and freight.
Prepare, schedule, record, and ship outgoing packages and freight.
Process and meter daily USPS mail.
Maintain shipping and receiving logs for accuracy and accountability.
Ensure cleanliness and efficiency in the Shipping and Receiving Department.

Project and Operational Support

Support the Director of Facilities with planning and implementing operational strategies.
Collaborate with other Zoo departments to coordinate facility projects and daily needs.
Assist in special events and exhibit installations as assigned.
Provide customer service and operational assistance to staff, contractors, and guests.
Participate in departmental and cross-departmental initiatives that enhance Zoo operations.
Demonstrate continued learning in facility operation and maintenance practices.

General Duties

Adhere to all Zoo Knoxville and departmental policies and procedures.
Comply with regulatory standards including ADA, AZA, USDA, OSHA, EPA, and DOT.
Maintain professionalism, sound judgment, and safety awareness at all times.
Operate various maintenance tools, vehicles, and equipment safely.
Perform hands-on tasks requiring moderate to heavy physical activity.
Maintain professional appearance and wear standard Zoo Knoxville uniform and nametag.
Work weekends, holidays, and varying schedules as required.
Comply with the Zoo’s drug-free workplace policy and pre-employment screening.
Any and all other duties as requested or assigned.

Duties and Responsibilities

Maintain the appearance, organization, and functionality of the Tool Room.
Manage and track all tools, supplies, vehicles, and equipment used by Zoo staff.
Inspect, clean, and repair tools and carts regularly.
Inventory and catalog construction samples and blueprints.
Coordinate distribution and recordkeeping of staff uniforms.
Update staff on “What You Need To Know” each week.
Organize old Work Orders and Pos and shred 7 years or older
Inventory PPE cabinet and order necessary products for Facilities staff.
Schedule Lower Admin Conference Room for all Zoo Knoxville staff

Qualifications
Education and Experience:

High school diploma or equivalent required.
Minimum of one (1) year of experience in facility operations, maintenance, or a related field.
Experience in an AZA-accredited zoological facility preferred.

Skills and Competencies:

Strong organizational, time management, and problem-solving abilities.
Knowledge of facility maintenance, tools, equipment, and safety procedures.
Proficiency with Microsoft Office Suite, Google Workspace, and basic database entry (Excel and Access preferred).
Effective written and verbal communication skills in English.
Ability to work independently and as part of a team in a professional and cooperative manner.
Sound judgment and ability to remain calm and logical in emergencies.
Valid Tennessee driver’s license with a clean driving record.

Physical Requirements

Ability to lift, carry, or move objects weighing up to 100 pounds.
Frequent standing, walking, bending, and reaching during daily activities.
Manual dexterity and strength to operate hand and power tools safely.
Ability to operate Zoo vehicles, carts, and equipment in varying conditions.
Capability to work outdoors in all weather conditions and on uneven terrain.
Visual and auditory acuity to identify hazards and communicate effectively via radio or in-person.

Work Environment

Work is performed in both indoor office and outdoor maintenance environments.
Exposure to varying weather conditions, noise, dust, and potential animal proximity hazards.
Requires adherence to safety and biosecurity protocols.
Weekend, holiday, and occasional evening shifts are required based on Zoo operational needs.
Must maintain awareness of inherent risks associated with working near exotic and domestic animals.

WORKING CONDITIONS
As an employee of Zoo Knoxville, you must possess English communication skills as well as the ability to communicate using a 2-way radio, email and telephone. The position hours vary depending on business needs and will require weekend and some holiday shifts. Depending on the specific tasks, this position will be required to work within close proximity of exotic and domestic animals and must be aware that there are dangers inherent in working under those conditions. Zoo Knoxville is committed to maintaining a drug free workplace and as such each employee must pass a pre-employment drug screen.