Facilities Coordinator

Cappri; Providence, Northern (RI, KY); Hybrid; USD 45,000 - 60,000; Full time

Job summary

PVDCAP is seeking a Facilities Coordinator to manage a broad range of maintenance, custodial, safety, and operational duties across multiple sites. The role requires coordinating vendors, maintaining schedules, and ensuring safe, clean, and functional workspaces for staff and visitors.

The candidate should have 3+ years in facilities management, OSHA 30 or willingness to obtain, and a valid driver’s license. Bi-lingual ability is preferred.

Qualifications

• Experience in maintenance, facilities management, and/or project management.
• Minimum of three (3) years in facilities management/maintenance role.

Responsibilities

• Perform routine cleaning, custodial and maintenance for all PVDCAP sites.
• Coordinate vendors for building repairs, maintenance, and emergencies.
• Develop and implement routine and preventive maintenance schedules.
• Maintain safe, clean, accessible facilities and respond to work orders.
• Monitor safety practices and report hazards to COO.
• Assist with permits, inspections, and environmental requirements.
• Maintain inventories and records for supplies and assets.
• Coordinate vehicle maintenance scheduling and service appointments.
• Support emergency preparedness and business continuity planning.

Skills

Facilities management

Maintenance

Project coordination

Bilingual preferred

Safety awareness

Education

OSHA 30 certification

Tools

Facilities management software

Job description

Description

Under the direction of the Chief Operating Officer, the Facilities Coordinator coordinates and performs a wide range of facilities, maintenance, custodial, safety, and operational support duties to help ensure all PVDCAP facilities are clean, safe, orderly, functional, and well maintained. The position also coordinates vendors, preventive maintenance, work orders, vehicle maintenance schedules, related facilities records and perform other related work as assigned.

Requirements

Employment Responsibilities:

• 1. Performs routine cleaning, custodial and maintenance work for all PVDCAP sites, including:
  • a. Vacuums, shampoos and spot clean carpets and furniture and cleans windows as needed.
  • b. Removes trash and recycle in accordance with established procedures.
  • c. Cleans and disinfects restrooms and common areas.
• 2. Contacts, coordinates, and schedules approved vendors and contractors for building repairs, maintenance, and emergencies that are outside the scope of routine in-house maintenance.
• 3. Develops, maintains, and implements routine maintenance schedules and standards, and monitors compliance with established requirements.
• 4. Develops and implements preventive maintenance schedules and conducts routine inspections of facilities, grounds, equipment, and building systems.
• 5. Maintains physical spaces to support a safe, clean, accessible, and functional environment for employees, clients, and visitors.
• 6. Receives, prioritizes, tracks, and processes work order requests and follows through to ensure issues are resolved in a timely manner Ensures safety standards are followed throughout each facility.
• 7. Monitors facility safety practices and reports hazards, deficiencies, or other concerns to the COO; takes appropriate immediate action when necessary to protect staff, clients, and visitors.
• 8. Collaborates regularly with the COO to identify facility improvement, renovation, repair, and construction needs.
• 9. Obtains and organizes project estimates and bids from outside contractors, as directed, and provides information to the COO to support vendor selection and project planning.
• 10. Monitors work performed by outside contractors, verifies completion against the approved scope of work, and reports concerns or deficiencies to the COO.
• 11. Participates in emergency preparedness, safety, and business continuity planning and response activities as assigned.
• 12. Assists with applications, renewals, documentation, and recordkeeping for required facility-related permits, inspections, and environmental requirements, as applicable.
• 13. Maintains accurate inventories and records for maintenance supplies, agency equipment, facilities supplies, and other assigned assets; reorders approved supplies as needed and maintains preventive maintenance documentation.
• 14. Maintains and tracks agency vehicle maintenance schedules, inspections, registrations, and service due dates, and coordinates service appointments as assigned.
• 15. Responds to facility-related emergency calls and maintenance needs in accordance with agency procedures and escalation protocols.
• 16. Responds to service requests and coordinates the setup and breakdown of furniture and equipment for meetings, trainings, events, and other agency activities.
• 17. Performs minor maintenance and custodial duties, including the installation, adjustment, and repair of fixtures and equipment in restrooms, offices, common areas, and agency grounds, within the scope of the position.
• 18. Other duties as assigned.

Qualifications

• 1. Experience in the field of maintenance, facilities management, and/or project management.
• 2. Minimum of three (3) years of experience in a position responsible for the facilities management/maintenance of the company/organization.
• 3. Bi-Lingual preferred.
• 4. Experience in a position responsible for the facilities management of a company/organization.
• 5. OSHA 30 certification required or willingness to obtain within first six (6) months of employment.
• 6. Possess a car with up-to-date vehicle insurance. Possess a valid driver’s
• 7. Perform physical labor with the ability to lift up to 50 lbs.
• 8. Ability to operate tools, equipment, and vehicles as required.
• 9. Manual dexterity must be sufficient to handle tools and small parts.
• 10. Works in a safe manner and recognizes unsafe situations. Takes appropriate action to ensure safety of himself, staff and others in buildings.
• 11. Must have experience with cleaning and maintenance of facilities.
• 12. Must have experience working with pesticides, chemicals and safely disposing of hazardous materials if they are identified.
• 13. Must have knowledge of facilities management operations.
• 14. Familiarity with office equipment, security systems, and procedures.
• 15. Hands-on experience with facilities management software is a plus
• 16. Must be able to work independently.
• 17. Must be able to interact with coworkers in a professional manner at all times.
• 18. Understand and carry out oral and written directions.
• 19. Ability to work under pressure and work well in a fast-paced environment.
• 20. Demonstrate sensitivity to, and respect for, a diverse population and staff.
• 21. Must adhere to all organizational and policies set forth by CAPP.
• 22. Must maintain good attendance and punctuality.
• 23. Access to reliable transportation (mileage will be compensated).
• 24. Possess and maintain a valid driver’s license and vehicle insurance at the time of hire and throughout employment.

Mandatory Requirements for all employees:

• 1. Current Criminal Background Investigation clearance.
• 2. Proof of U.S. Citizenship, residency, or work visa required.

PVDCAP is an Equal Opportunity Employer committed to equity, inclusion, accessibility, and barrier removal. We do not discriminate based on any protected characteristic and provide reasonable accommodations upon request.