Facilities Coordinator

1 month ago

Pasadena, United States Union Station Homeless Services Full time

Reg. Hours Worked:

40 hrs / Weekly, Non-Exempt Schedule:

M-F, 8:30-5:00 Hourly Rate:

$22-24/hr DOE JOB SUMMARY: The Facilities Administrative Coordinator provides administrative, project, and onsite support to the Sr. Director, Operations and Facilities staff. The position manages calendars and scheduling as well as organizes and maintains accurate recordkeeping of Facilities, Safety, Maintenance, and Vehicle related records for monitoring and other department needs. ESSENTIAL FUNCTIONS INCLUDE: Prepare, organize, and coordinate documentation and services related to monitoring of the following responsibilities:

USHS Facilities Committee (as needed) Internal and external constituent support Safety Committee and Emergency Action Plan DMV Driver Status monitoring and record keeping

Authorized drivers & driver training.

Fire and Life Safety Monitoring sprinklers, alarm, certification etc. Audits and Shelter Inspections as needed Injury and Illness Prevention Program USHS Vehicle Fleet maintenance scheduling and record keeping Building and Location Maintenance (reactive, preventative, project, and capital improvements) record keeping, scheduling, and vendor support

Researching, consulting, and scheduling vendors for repairs. Address and resolve urgent issues within USHS processes and guidelines immediately. Research and purchase of materials and parts needed to complete repairs by the Facilities Department. Monitor and create purchase agreements, contracts, accounts and other basic accounting tasks related to management of USHS Facilities. Prepare routine reports and correspondence to vendors, staff, or committee members. Assist with maintaining USHS vehicles in accordance with USHS vehicle policy including regular vehicle inspections and maintenance. Record keeping of Vehicle DMV documentation, traffic violations, accidents and Incident reports. Preparation and monitoring of documentation for vehicle check-outs and mileage. Maintain calendars for equipment vehicle maintenance, vehicle check-outs, and facilities maintenance. Monitor chemical and paper product supply inventory and coordinate re-stock orders. Coordinate with USHS staff for scheduled service or special events. Receive and manage work orders through the Maintenance Request Form and Asana. Collect, review and code invoices to prepare for manager approval. Respond to and resolve non-technical facility requests whenever possible. Monitor and complete credit card reports and check requests for department. Manage projects authorized by manager from collecting quotes to end of project. Attend occasional “off schedule” events to provide operational support. Local travel to other USHS locations may be required on a regular basis. Other duties as assigned by the Sr. Director, Operations. PHYSICAL AND MENTAL REQUIREMENTS AND WORK ENVIRONMENT: Work may occasionally involve being outdoors with exposure to fluctuating temperatures, but will mostly consist of indoors work in a temperature-controlled environment. Ability to hear and talk clearly in order to give and receive information and instructions. Stand and sit for long periods of time; move and walk to various locations; climb stairs and, stoop, kneel, reach, pull, push, bend, twist, and lift and/or move objects (10-20 lbs.). Ability to drive a vehicle safely. Ability to interact effectively with other employees, clients, volunteers, or members of the public. Ability to work independently, manage changing priorities and time, meet deadlines, and adapt to changing work demands. High level of concentration and attention to detail for extended periods of time required. Requires use of computer keyboard for extended periods of time. KNOWLEDGE, SKILLS AND ABILITIES: Strong attention to detail, good organizational skills and ability to maintain confidentiality. Excellent interpersonal skills with ability to act with diplomacy, flexibility, and good judgment. Proficient with office communication equipment and office machines. Requires ability to learn and effectively use Google Suite, Microsoft Suite, and other computer or web-based applications. Strong verbal and written communication skills. Must possess valid California driver's license. EDUCATION, TRAINING AND EXPERIENCE: Minimum of two years of experience in providing administrative coordination and support. Property/facility support or transferable experience desired. Experience with project management desired. UNION STATION HOMELESS SERVICES EMBRACES DIVERSITY We embrace our differences and are committed to furthering our culture of inclusion and belonging. Our commitment to racial equity within the organization is crucial to who we are and the clients we serve. Union Station Homeless Services is an Equal Opportunity Employer

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