Administrative Coordinator

Dignity Health; Los Angeles (CA); On-site; USD 50,000 - 75,000; Full time

Job summary

Dignity Health is seeking a Facilities Management Supervisor to oversee preventative maintenance and vendor management at California Hospital Medical Center. The role includes project management, staff scheduling, and regulatory compliance tasks. Ideal candidates have experience in facilities operations, strong administrative skills, and a mechanical aptitude to support a busy hospital environment.

Qualifications

• Two years of experience in facilities management/construction or equivalent education.
• Mechanical aptitude with small hand tools.
• Strong PC and administrative skills.

Responsibilities

• Supervisory responsibility for preventative maintenance work order scheduling.
• Vendor management and project management of Non-OSHPD related projects.
• Handling Plant Operations inventory and cost reporting.

Skills

Mechanical aptitude

Administrative skills

Customer relation skills

PC and computer systems understanding

Education

AA degree preferred

Job description

Responsibilities

The incumbent has supervisory responsibility for preventative maintenance work order scheduling and distribution. They are also responsible for vendor management/check-in processes, project management of Non-OSHPD related projects, supervision/management of contractors, implementation of regulatory compliance policies, tracking and communicating project progress and budget milestones. Additionally, they handle Plant Operations inventory and cost reporting, material ordering, and perform purchasing and administrative duties in the Lawson ERP system. Duties may include:

• Performing FM Operations purchasing and requisition duties in the Lawson ERP system
• Managing contracting duties to ensure all vendors and contractors have signed CommonSpirit's contract terms and conditions
• Handling facilities incoming service calls and entering work orders in the FacilityOne CMMS
• Managing project duties such as contractor/vendor site visits, tracking, and communicating schedule milestones
• Conducting QA reviews of water safety plan implementation, daily temperature and humidity rates to ensure regulatory compliance, and asset tagging in the CMMS System
• Recording meeting minutes (EOC), routine shop meetings, or educational series meetings as directed, and answering incoming service calls for FM Operations
• Monitoring utility services such as water, electrical, natural gas, garbage or waste, meters, reports, and energy savings initiatives
• Administering department weekly scheduling based on leadership directives and preparing printable work schedules for staff
• Providing administrative regulatory support for agencies such as CMS, CDPH, CHIQ, or others arriving at the facility

Qualifications

• Two (2) years of experience in administrative and operational duties in facilities management/construction or equivalent education and experience
• Mechanical aptitude with the ability to use small hand tools
• Strong PC and computer systems understanding
• Excellent administrative skills
• Strong customer relation skills
• AA degree preferred; experience may substitute for degree

Overview

Founded in 1887, Dignity Health - California Hospital Medical Center is a 318-bed, acute care, nonprofit hospital located in downtown Los Angeles. The hospital offers a full range of services including a Level II trauma center, the Los Angeles Center for Women's Health, obstetrics and pediatric services, and comprehensive cardiac and surgical services. The hospital shares a legacy of humankindness with Dignity Health, one of the nation's five largest health care systems. For more information, visit here.

One Community. One Mission. One California