Facilities Coordinator

InVision Human Services; Wexford (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

InVision Human Services is seeking a Facilities Coordinator to support residential facility operations, manage tasks, purchasing, repairs, and coordinate with the Facilities team.

The role requires two years' experience in residential/operations/building management, strong communication skills, and proficiency with Microsoft Word, Excel, and Outlook. Occasional travel within the state may be required.

Qualifications

• Two years' experience in residential/operations/building management.
• Excellent verbal and written communication skills and computer proficiency with Microsoft Word, Excel and Outlook.

Responsibilities

• Models and promotes the mission, philosophy and values of InVision Human Services.
• Purchasing various items for residential and office properties.
• Invoice/receipt review and approval.
• Schedule repairs and routine maintenance.
• Monitors new requests using the electronic help desk ticketing system.
• Coordinates efforts with the Facilities Supervisor in regional tasks.

Skills

Facilities coordination

Vendor management

MS Word

MS Excel

MS Outlook

Report writing

Communication skills

Purchasing

Problem solving

Time management

Education

High School diploma or GED

Associate degree in Facilities Mgmt or related field

Tools

Evolv system

Fleet management system

Help desk/ticketing system

Job description

POSITION OVERVIEW

The Facilities Coordinator will work closely with all Facilities team members in support of all facility activities. The Facilities Coordinator will be a point of contact for internal and external customers seeking support and information from the Facilities department. Responsibilities include managing facilities reoccurring and non-reoccurring tasks, purchasing, repairs, and other services necessary for the operations of residential facilities. Evaluates and recommends options to cost-effectively and efficiently support staff and client needs.

Brief Description

The Facilities Coordinator will work closely with all Facilities team members in support of all facility activities. The Facilities Coordinator will be a point of contact for internal and external customers seeking support and information from the Facilities department. Responsibilities include managing facilities reoccurring and non-reoccurring tasks, purchasing, repairs, and other services necessary for the operations of residential facilities. Evaluates and recommends options to cost-effectively and efficiently support staff and client needs.

Essential Functions

• Models and promotes both internally and externally the mission, philosophy and values of InVision Human Services.
• Maintains confidentiality of all departmental information to assure client and employee rights are protected and always upheld.
• Acquires, maintains and demonstrates current knowledge and competency.
• Purchasing various items for residential and office properties.
• Invoice/receipt review and approval.
• Schedule repairs and routine maintenance.
• Monitors new requests, utilizing the electronic help desk ticketing system and coordinates with supervisor on best course of action, including ticket assignment.
• Coordinates efforts with the Facilities Supervisor in all tasks related to managing and maintaining residential properties by region.
• Maintains InVision's vehicle data in fleet information management systems.
• Maintains residential site data into the Evolv system and utilizes reports to audit for data accuracy.
• Researches and identifies vendor options in conjunction with supervisor.
• Monitors and maintains the consistent resupply of office and kitchen supplies.
• Assists the Facilities Property Coordinator with tasks and duties as it relates to new home preparation.
• Manage preventative maintenance/inspections such as annual furnace/fire extinguisher inspections, well water testing, and septic service.
• Assists the Facilities Supervisor in all aspects of project implementation and/or process improvement initiatives.
• Performs other duties as assigned by Facilities Supervisor.

EDUCATION And/or EXPERIENCE

Two years' experience in residential, operations, and/or building management. Excellent verbal and written communication skills and computer proficiency with Microsoft Word, Excel and Outlook are required. Degree in a related field preferred. High School diploma or GED required.

Requirements

• Basic understanding of residential building systems and primary maintenance procedures
• Ability to write reports and business correspondence.
• Cost control and resource optimization skills.
• Ability to adhere to procurement policies and procedures
• Ability to identify qualified vendors and obtain proposals for facility-related services.
• Knowledge of occupational health and safety standards.
• Strong written and verbal communication skills. Maintains accurate accounting for all expenditures in accordance with policy and procedures.
• Flexibility to adapt to changing priorities and work in a dynamic environment.
• Ability to handle multiple tasks simultaneously
• Focus on providing excellent service to internal and external customers.
• Ability to address and resolve customer concerns
• Commitment to identifying and implementing continuous improvement initiatives.
• Use of analytics tools for auditing facilities data.
• Ability to identify and report patterns in system data.

Other Requirements

• Sporadic travel within the state required.
• Ability to write reports and other business correspondence.
• Ability to comprehend and apply basic mathematical concepts.
• Competency in prioritizing multiple and competing projects.
• Ability to effectively present information and respond to questions.
• Computer proficiency with Microsoft Word, Excel and Outlook are required.
• Problem solving and critical thinking are utilized on a regular basis.
• Attention to detail, show initiative and good judgment.
• Demonstrate stress tolerance and resilience.
• Customer service orientation and organizational skills

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, talk, or hear and frequently uses hands to finger, handle or feel, reach with hands/arms. The employee is occasionally required to stand, walk, and stoop, kneel or crouch, and may lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. Employee must seek assistance or use appropriate devices when lifting or carrying items over 50 lbs.

All job requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any job-related function as directed by their supervisor.