A facility management inventory specialist gets towels, tissue, soap, floor finish, lamps and repair parts from the warehouse to the client buildings that use them. They fill crew requests, count stock in both places, keep each client's own spare stock apart from the company's, and log spent lamps until the recycler picks them up.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, facilities support services · BLS, May 2025
Serve as the primary point of contact for inventory management within the facility, ensuring efficient ordering, tracking, and maintenance of materials. Play a key role in sustaining the operational integrity of the facility through diligent oversight of supply levels and usage logging. Contribute to the broader operations team by optimizing inventory turnover and reducing unnecessary expenditures. Enhance overall facility management by fostering a proactive approach in material procurement and documentation.
2. Essential Duties and Responsibilities
Order materials and supplies to support facility operations with precision and timeliness.
Log usage accurately and maintain up-to-date records for inventory tracking.
Monitor and replenish supply levels to avoid shortages and excess stock.
Coordinate with facility management and vendors to ensure cost-effective procurement.
Provide regular inventory reports to the Facility Manager to drive continuous improvement in supply chain processes.
3. Key Tasks / Daily Activities
Review current inventory levels and usage logs each day to forecast supply needs accurately.
Place orders with approved vendors and follow up on deliveries to ensure compliance with quality standards.
Conduct regular physical counts of inventory against digital records for accuracy.
Collaborate with facility staff to address urgent supply requirements and discrepancies.
4. Key Performance Indicators (KPIs)
Inventory accuracy rate: 98% or higher.
Order fulfillment turnaround time: within 24 hours of request.
Supply shortage incidents: less than 2 per month.
Vendor cost savings achieved: at least 5% reduction annually.
5. Required Qualifications and Skills
High school diploma or equivalent required; associate degree preferred.
At least 2 years of experience in inventory management or related field.
Strong organizational, record-keeping, and communication skills.
Proficiency in inventory management software and Microsoft Office applications.
6. Preferred Experience
Prior experience in facility management or related home services environment.
Familiarity with vendor negotiation and procurement processes.
Exposure to supply chain optimization techniques and lean operations.
Experience working in a fast-paced, dynamic operational setting.
7. Physical Requirements
Ability to lift up to 25 pounds regularly.
Frequent walking, standing, and use of a pallet jack or similar equipment.
Work within a typical warehouse or storage facility setting.
Occasional exposure to varying temperatures and potential noise from operational environments.
8. Work Environment and Schedule
Standard work hours typically Monday through Friday, 8:00 AM to 5:00 PM.
Occasional after-hours work may be required during peak periods.
Minimal travel required between facility locations if applicable.
On-call duties may be required during emergency supply situations.
9. Compensation and Benefits
Salary range: $45,000 - $55,000 per year, based on experience and qualifications.
Potential for performance-based bonuses.
Comprehensive health, dental, and vision insurance.
401(k) plan with company match.
Additional fringe benefits such as paid time off and professional development opportunities.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we foster a culture of innovation, collaboration, and continuous improvement.
Our team is committed to growing together, supporting professional development, and recognizing individual achievements.
We celebrate diversity and promote an inclusive work environment where every voice is heard.
Join us in advancing our mission to deliver exceptional service and operational excellence.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
What an inventory specialist tracks at a facility services company
Some of the stock sits in your warehouse, but much of it lives in client buildings, and not all of it is yours. Spent lamps and batteries come back the other way.
The client's attic stock isn't yours
Many office and retail buildings keep attic stock: spare carpet tiles, ceiling tiles, paint and light fixtures, often left by the builder or a past remodel. Some clients also buy their own paper and soap for your crews to use. Count that stock on its own list, by building, and never move it to another site. When a tech uses a client's spare tile, the work order should say so, so nobody buys a replacement the client already owns.
Refills have to fit the dispenser
Many towel, tissue and soap dispensers take only their maker's refills, and one building may have two or three kinds left from past vendors. Keep a list of every dispenser model in each building and the refill that fits it. A case of the wrong rolls can leave a restroom empty until the next delivery. If the company plans to swap dispensers at a building, stock both refills until the last old unit comes down.
Spent lamps are waste with paperwork
When a tech relamps a parking garage, the old fluorescent tubes become waste that day, and EPA treats your company and the client as cogenerators, both liable. Settle in the contract who stores and ships them. If it's you, keep any that count as hazardous waste in closed boxes that stop breakage. Mark each box Used Lamps, and be ready to show how long it has waited, usually no more than a year. A date logged in an inventory system kept on site is one proof the rule accepts. Source: EPA RCRA call center Q&A: Contractors as cogenerators of universal waste lamps.
Won buildings need a first load, lost ones a pull-out
When a contract starts, the building needs a full first load in the week before day one: chemicals, paper for every dispenser, liners in each size, mops, carts and a stocked shop. When a contract ends, the specialist counts what's left in the closets with the property manager or the new vendor. They take back company-owned carts and equipment and leave what the client paid for. Write both counts down and get them signed.
How much facility management inventory specialists make
The closest BLS group for facility management inventory specialists is shipping, receiving, and inventory clerks. Shipping, receiving, and inventory clerks who work for facilities support companies earned a median of $26.98 an hour ($56,110 a year) in May 2025, according to the Bureau of Labor Statistics. That’s above the $45,260 median for shipping, receiving, and inventory clerks in all industries. About 1,130 of the 816,870 shipping, receiving, and inventory clerks in that survey work for facilities support services.
This template pays the clerk by the year and mentions a possible performance bonus. Clerks on a salary can still be owed overtime; whether this job is exempt turns on its duties, so check before a long count week. Among clerks at facilities support companies in BLS data, the floor clears the lowest-paid tenth, and the top lands just below the midpoint.
Facilities support services
$56,110$56,110 median Middle half $46,340–$70,760 10th–90th $40,190–$81,860
All industries
$45,260$45,260 median Middle half $38,200–$51,570 10th–90th $34,650–$62,190
$20k$30k$40k$50k$60k$70k$80k$90k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Facilities support services
$40,190
$46,340
$56,110
$70,760
$81,860
All industries
$34,650
$38,200
$45,260
$51,570
$62,190
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Keeps separate counts for company stock and stock a client owns
Matches each refill and repair part to the building and model it fits
Fills crew requests the same day and says plainly when something is back-ordered
Logs every box of spent lamps and batteries with the date it was started
Keeps a request log clean enough to show how fast each order went out
Teach these on the job
The dispenser models and refills in each building
Which attic stock and supplies each client owns
Your state's lamp and battery rules and your recycler's pickups
Your request app and the approval limits on orders
The opening stock list for a new building
Requests and counts run through the CMMS's inventory screens or a separate inventory app, with barcode labels on warehouse bins and phone photos for closet counts. The job also uses a label printer for dated waste boxes and a pallet jack for paper deliveries.
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Unexplained shortages
A site keeps running out of paper towels even though you shipped extra. What do you do?
A strong answer: Checks usage logs, dispenser type, shipping errors and possible theft, counts on site, talks to the supervisor and adjusts.
Behavioral · Count variances
Tell me about a time your physical count of supplies or parts didn't match the system. What did you find?
A strong answer: Recounted, checked receiving and transfers between sites, found a cause such as unlogged truck stock or a case-versus-each unit error, fixed the process and adjusted with a note.
Count client-owned stock and spent lamps on their own lines so they don't blur your numbers. Set each target from a quarter of your request log and invoices.
Inventory accuracy rate
Count lines, not boxes: a line matches only when the shelf and the system agree exactly. Score company stock and client-owned stock apart, since a loss on one can hide behind extra on the other. Sample warehouse bins and building closets alike.
Order fulfillment turnaround time
Time stamp each request from a supervisor or tech, then the time the order is delivered or ready at the warehouse door. Look at it by building to find the sites that always wait.
Supply shortage incidents
Log every report of a building running out, whether it comes from a cleaner, a tech or a tenant's complaint, with the item and why: an order placed late, the wrong refill sent, stock gone missing or a jump in use.
Vendor cost savings achieved
Savings from better prices, approved lower-cost equivalents or bulk buys, logged when the invoice arrives. Keep supplies billed to clients at cost on a separate line, because those savings go to the client.
Career path
Day porterLearns which supplies each building goes through and where every closet is.
Inventory specialistKeeps warehouse and building stock counted, ordered and moving.
Facility supply managerPicks vendors, sets each building's par levels and leads the warehouse team.
Purchasing managerMoves to purchasing at a larger building services firm, buying for many warehouses at once.
Who is the Facility Manager the template mentions?
In this company's lineup it's the facility supply manager, listed as the warehouse / supply manager, who sets par levels and picks vendors. Where there's no supply manager, it's usually the operations manager. The inventory specialist sends that person the counts, open orders and shortage log each week, and asks before changing a vendor or a product.
How much does a facility management inventory specialist make?
Shipping, receiving, and inventory clerks who work for facilities support companies earned a median of $26.98 an hour ($56,110 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $46,340 and $70,760 a year. Pay also depends on your local market, experience and overtime.
Should the inventory specialist count closets in client buildings?
Some of them. Supervisors usually send closet counts with photos, and the specialist checks a few buildings each month in person, starting with the ones whose use looks off. That keeps the template's travel light. It also catches closets that have become a second warehouse, or that others in the building help themselves to.
What makes supply use jump at a client building?
More people, or more mess. A retail center's holiday weeks, a new tenant moving in, a run of events in an office lobby, and flu season all go through paper, liners and hand soap faster. Snow brings ice melt and extra entry mats. Ask the account team about coming events each month, and order ahead of them rather than after a closet runs dry.
What does the template's warehouse work look like day to day?
Lifting cases of towels, tissue and liners onto shelves and carts, and moving heavier pails of floor finish and full pallets with the pallet jack. The loading dock is cold in winter and loud when trucks run. In the posting, name those tasks plainly. Add a line inviting anyone who needs an adjustment to the work to ask, and say who handles it.
