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Facilities Coordinator

4 months ago

Irvine, United States Easterseals Southern California Full time

Overview:
Provides facility support services to each Easterseals Southern California (ESSC) location. Acts as the point of contact for ESSC site administrators, handling service requests through resolution/completion. Coordinates with various vendors and contractors on activities such as scheduling of preventive maintenance, repairs, and oversight of site renovation and construction. Assists in the design and implementation of a centralized plan to keep ESSC sites in optimal operational and safe conditions; provides input on related budgets. Works collaboratively with internal safety and risk departments on evacuation drills, inspections, and on other facility related matters.

Starting Range: $25.00 - $28.00 / Hour

**Responsibilities**:

- Responds to maintenance or repair inquiries and/or concerns from ESSC site administrators; ensures timely and quality service delivery; follows up to ensure customer satisfaction. Makes sure that requests/issues are recorded via help desk tickets, for record keeping and tracking purposes.
- Works collaboratively with Administrative Services Manager and service line teams in the development, implementation, and tracking of a comprehensive plan and a budget to maintain and improve the physical environment at each of the ESSC properties/sites. Including a plan detailing the required work and timeline.
- Conducts routine inspections of physical properties and identifies needs at each facility/site; creates, submits for approval, and implements a maintenance plan to keep buildings, landscaping, appliances, and equipment in optimal and safe operational conditions. Takes action on facility issues that require immediate attention.
- Gathers information of vendors, and assists in the selection and vetting process in order to build and maintain a list of qualified and approved vendors for ESSC. Manages the day-to-day coordination with such vendors, which include but are not limited to janitorial, utilities, painting, carpentry, plumbing, electrical, mechanical, landscaping, and HVAC services.
- Reviews, validates and approves vendor invoices. Creates and submits purchase requisitions as needed. Creates and maintains office furniture and equipment inventory for each site. Provides administrative support for the Administrative Services department.
- Assists with monitoring adherence to approved expenditures related to maintenance, remodeling, and renovation projects for facilities; performs support activities associated with evaluation and acquisition of new properties/facilities as assigned, and aids with review of vendor contracts. Provides input in the formulation of annual operating and capital budgets related to facilities management.
- Coordinates with ESSC’s service line, IT, and safety teams in activities pertaining to facility management for new and moving offices. Assists in coordinating and organizing special events.
- Ensures all appropriate licensing and certifications for operation of ESSC’s properties/sites are compliant and current.
- Performs other duties as assigned.

Qualifications:
**EDUCATION**:
High school diploma or general education degree (GED) required. Some college, property management certification or equivalent work experience in related field preferred.

**EXPERIENCE**:

- Minimum of two to five years’ experience in facilities maintenance/property management; experience with project management of construction and renovation projects is desirable.
- Demonstrated experience managing maintenance programs and projects for a multi-location company preferred.
- Experience in Safety Planning, OSHA regulations and related topics a plus.

**KNOWLEDGE, SKILLS, ABILITIES**:

- Knowledge of appropriate licensing, compliance, and certifications for operation of properties.
- Excellent interpersonal, verbal and written communication skills.
- Ability to interface with all levels of management, staff, and provide direction to contractors and vendors performing services for the company.
- Strong customer service orientation and problem solving aptitude. Ability to multitask, prioritize, and stay organized.
- Open to feedback and willing to strive to improve own performance based on feedback.
- Ability to tolerate an outdoor work environment inclusive of a variety of weather conditions.
- Ability to pass a post-offer physical examination and a TB test.
- Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation, per Easterseals Southern California and/or program requirements.
- Ability to travel locally with own reliable transportation, within ESSC’s geographic territory. Must maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration. Possess and maintain a valid California driver’s license.
- Ability to pass all drug testing required by ESSC.