Facilities Coordinator

POSITION: Facilities Coordinator

DIVISION: Administration - Facilities and Maintenance Operations

WHY JOIN US:

You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution. You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices.

LA Family Housing is a leading non-profit agency in Homeless Services and Real Estate Development. With 40 years of experience and 13,000+ people’s lives changed each year, we know what it takes to end homelessness. We take tremendous pride in the emergence of our staff as national leaders in innovation, best practices, and policy within housing production and homeless services. Join the fight to end homelessness and make a difference in people’s lives at LA Family Housing

THE POSITION:

The Facilities Coordinator is responsible for maintaining efficient and effective operations of assigned facility sites by coordinating repairs and maintenance, performed by LAFH staff and vendors. Reporting to the Facilities and Maintenance Operations Manager (Operations Manager), the Facilities Coordinator will assist with the day-to-day functions of the buildings and will work on special projects, building compliance/inspections, unit turnovers, liaison with interdepartmental stakeholders, and foster vendor relationships. The Facilities Coordinator will work independently and as part of a team to ensure assigned facilities are maintained in the best physical condition and that all service requests are completed in a professional and timely manner. This position will provide assistance to the oversight for all building-related processes and procedures including building repairs and maintenance, enforcing safety and building cleanliness standards, inventorying and ordering facility supplies, and supporting the Operations Manager with training and developing staff. Additionally, the role involves maintaining the Computerized Maintenance Management System (CMMS) for tracking work orders, maintenance schedules, and inventory. Support the operations by filling in open shifts when needed.

WHAT YOU'LL DO:

FACILITIES MAINTENANCE

• Supports Manager, in all aspects of facility management
• Maintains physical space, ensuring a safe, clean, and functional environment
• Conducts inspections with all local jurisdictions and agencies (VA, LASHA, DPH, LAFD, DMH, City of Los Angeles, DHS, and others) as well as tenant move-in/out inspections and reports
• Conducts turnover process for the delivery of special projects and unit turnovers
• Performs janitorial duties as needed including but not limited to maintenance and repairs in areas of carpentry, drywall repair, painting, flooring, plumbing, electrical and appliances, as needed
• Drives to LAFH sites and performs work orders or emergency assignments as directed by Operations Manager
• Remediates any potential safety hazards that could injure someone and reports potential safety hazards to the Operations Manager
• Implements new Facility and Maintenance policies, programs, and initiatives
• Supports ongoing facility operational reviews and provides recommendations, to improve service responsiveness and delivery

FACILITIES COORDINATION

• Receives, manages, and processes work order requests; ensures problems are resolved quickly and efficiently; assists with the implementation of system improvements
• Acts as liaison between employees and any outside contractors needed to resolve specialized problems
• Works in collaboration with Manager to update procedural forms and processes
• Assists with the preparation and implementation of site-specific emergency preparedness including but not limited to fire drills, earthquake drills and power outage drills
• Responsible for the organization and maintenance of storage areas
• Works alongside operational staff to ensure facility cleanliness, maintenance, and room readiness
• Assists Manager with facility compliance, as outlined per contractual requirements
• Assists Manager with facility budget, expenses, and reporting
• Coordinate with Administrative staff on purchasing and invoicing
• Assists with procurement process and vendor section as well as expansion of vendor list Coordinate projects and meetings between the Facilities and Maintenance department and the Programs and Community Engagement teams.
• Facilitate communication and collaboration to ensure that facility-related needs and project requirements are met.
• Plan and execute facility-related events or initiatives that involve cross-departmental participation.

CMMS MANAGEMENT AND WORK ORDER TRACKING:

• Maintain the CMMS software to streamline maintenance operations
• Create, assign, and track work orders in the CMMS, ensuring timely completion of tasks
• Monitor the status of work orders, including preventive maintenance schedules and emergency repairs
• Generate reports from the CMMS to analyze maintenance performance, identify recurring issues, and improve operational efficiency
• Maintain accurate records of equipment, maintenance history, and inventory within the CMMS
• Assist Manager with training staff on the use of CMMS software, ensuring proper usage and data entry

STAFF SUPPORT

• Spearheads facility onboarding for new staff, and assist with ongoing specialty training for staff
• Prepares staff schedules for review and approval by Manager
• Communicates facility updates with staff
• Partner and coordinate with Staff Development Team on required and desired trainings
• Researches and gathers information for Departmental needs

OTHER

• Emergency on-call availability as assigned by supervisor
• Serves as a member of LAFH Safety Committee
• Additional tasks, projects, and responsibilities as assigned by supervisor

WHAT YOU'RE SKILLED AT:

• Strong knowledge of building systems such as plumbing, electrical, and HVAC
• Ability to read and understand hazard labels on equipment and instructions for use and maintenance of equipment
• Good use of sound judgment and ability to follow instructions
• Ability to set boundaries and stay committed to policies and procedures
• Ability to multi-task and respond in challenging situations
• Demonstrates the ability to coach, motivate, and lead a team to achieve goals
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Ability to perform well in a fast-paced environment
• Proficient in Microsoft Office Suite or related software necessary to create and maintain reports and logs
• Project Management skills
• Bilingual in Spanish preferred but not required

OTHER:

• Maintain and execute confidential information according to HIPAA standards
• Obtain and maintains CPR/First Aid Certification
• Ability to pass post offer Tuberculosis (TB) clearances
• Ability to lift up to 50 lbs
• Ability to pass a Pre-Employment Physical Exam
• Travel is a regular duty for this position and is required 20-50% of the time
• Use of a personal vehicle to travel between worksites and other locations is required
• Must have and maintain a valid California Driver’s License and auto insurance in good standing
• Flexible on call schedule to accommodate some non-traditional hours and/or holidays and weekends

WHAT YOU'VE ACCOMPLISHED:

• High School Diploma or GED preferred
• Two (2) years of previous experience in maintenance, janitorial, construction or related field

WHAT WE OFFER:

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to: walking, climbing stairs, handling, finger/grasp/feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings. If an accommodation is needed, please inform the Human Resources Department.

EQUAL EMPLOYMENT OPPORTUNITY

LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

FAIR CHANCE ACT

LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.