Facilities Coordinator - Maintenance, Safety & Projects

Automatic Data Processing, Inc.; Santa Paula (CA); On-site; USD 41,000 - 50,000; Full time

Job summary

The Facilities Coordinator at BendPak in Santa Paula, CA oversees daily operations, maintenance, and safety of buildings and grounds. You coordinate work orders, vendor schedules, and inspections while ensuring a clean, safe, and efficient workplace.

Travel to BendPak’s Agoura Hills HQ at least weekly is required, with increased travel as needed. Strong organization, communication, and problem-solving are essential to succeed in this role.

Qualifications

• Education: High school diploma or equivalent required; bachelor's degree in facilities management, business administration, or a related field preferred.
• Experience: At least four years of facilities operations, building maintenance, facilities coordination, or related experience.
• Technical Knowledge: Building systems, preventive maintenance, equipment servicing, facility inspections, maintenance scheduling, and contractor coordination.
• Regulatory Awareness: Familiarity with applicable building regulations, facility safety practices, security protocols, and inspection requirements.
• Project Coordination: Ability to manage multiple projects, priorities, and deadlines in a fast-paced environment.
• Independent Judgment: Ability to work with minimal supervision, anticipate operational needs, make informed decisions within assigned authority, and resolve problems effectively.
• Analytical Skills: Ability to research issues, analyze complex information, identify discrepancies, perform calculations, and develop practical solutions.
• Communication: Excellent written and verbal communication, interpersonal, presentation, conflict-resolution, negotiation, and collaboration skills.
• Organization and Accuracy: Ability to maintain accurate records, process information efficiently, and manage changing priorities.
• Adaptability and Confidentiality: Proactive, flexible, collaborative, and able to handle sensitive information discreetly in accordance with company policies.
• Computer Skills: Proficiency in Microsoft Word, Excel, Outlook, Teams, Zoom, Windows-based applications, and databases.
• Technical Documentation: Ability to read and interpret building plans, technical specifications, maintenance records, and equipment documentation.
• Typing: 45–60 words per minute with a high degree of accuracy.
• Forklift Certification: Current certification or ability to obtain and maintain required certification, depending on assigned duties.

Responsibilities

• Facilities Operations and Maintenance: Coordinate daily facility activities, work orders, preventive maintenance, inspections, repairs, and approved improvement projects.
• Monitor building systems, including HVAC, electrical, plumbing, lighting, doors, loading docks, and other infrastructure.
• Coordinate maintenance and repairs for company vehicles, forklifts, high-reach lifts, order-picking equipment, and other facility-related equipment.
• Track equipment condition, service schedules, maintenance history, recurring issues, and outstanding repairs.
• Verify completed work, document deficiencies, and follow up on corrective actions through completion.
• Maintain appropriate inventories of maintenance parts, tools, supplies, and materials; coordinate purchasing and replenishment as needed.
• Coordinate landscaping, janitorial services, trash removal, recycling, parking areas, signage, and exterior building upkeep.
• Assist with facility setups for company events, renovations, equipment installations, and other operational needs.
• Travel to BendPak’s Agoura Hills headquarters at least once per week and more frequently as needed to support facility operations, projects, meetins, and coordination with other departments.
• Vendor, Contractor, and Project Coordination: Coordinate vendor and contractor schedules, service requests, site access, facility repairs, and approved projects.
• Obtain and organize requests for proposals (RFPs), requests for quotations (RFQs), bids, estimates, contracts, specifications, and related documentation.
• Research vendors, compare proposals, evaluate service options, and provide recommendations to appropriate decision-makers.
• Maintain vendor contacts, service agreements, insurance documentation, project records, building plans, and technical documents.
• Monitor project schedules, expenditures, deliverables, and outstanding items while minimizing disruption to operations.
• Assist with applicable building, environmental, and planning permit applications and documentation.
• Track facility expenses, vendor invoices, purchase requests, and project costs against approved budgets.
• EHS Coordination and Safety Support: Work closely with the EHS Coordinator to support facility-related safety inspections, hazard identification, corrective actions, and continuous improvement.
• Document hazards and safety observations, promptly communicate concerns, and track assigned corrective actions through completion.
• Coordinate maintenance and repairs involving facility safety concerns, including walkways, loading docks, doors, lighting, building systems, and equipment.
• Assist with inspection and service schedules for applicable fire extinguishers, alarms, sprinkler systems, emergency lighting, backflow prevention devices, eyewash stations, and other safety-related equipment.
• Maintain inspection records, service reports, equipment maintenance documentation, and assigned safety-related records.
• Coordinate equipment maintenance and repairs in accordance with established procedures and manufacturer requirements.
• Support contractor safety coordination, emergency preparedness, evacuation procedures, emergency equipment readiness, and drills as assigned.
• Participate in safety meetings and communicate facility-related hazards, recurring maintenance issues, and corrective actions.
• Promptly escalat serious hazards, incidents, or urgent safety concerns to the EHS Coordinator and appropriate operations leadership.
• Administrative and Operational Support: Maintain accurate physical and digital records of work orders, inspections, contracts, maintenance schedules, equipment, inventory, permits, and projects.
• Prepare reports on inspection findings, work-order status, preventive maintenance, equipment condition, repairs, and project progress.
• Research and reconcile discrepancies in invoices, inventory records, maintenance reports, purchase orders, and other facility-related information.
• Maintain organized files, schedules, correspondence, and technical documentation.
• Coordinate multiple projects and priorities, meet deadlines, analyze processes, and recommend practical solutions.
• Respond to urgent facility maintenance issues during scheduled hours and participate in after-hours response arrangements as assigned.
• Handle confidential, privileged, and sensitive information in accordance with BendPak's policies.
• Perform other related duties as assigned. Occasional travel to other company locations may be required.

Skills

Facilities management

Vendor coordination

Project coordination

Communication skills

Problem solving

Forklift certification

Education

Bachelor's degree in facilities management, business administration, or related field

High school diploma or equivalent

Tools

Microsoft Word

Excel

Outlook

Teams

Zoom

Windows-based applications

Databases

Job description

The Facilities Coordinator at BendPak in Santa Paula, CA oversees daily operations, maintenance, and safety of buildings and grounds. You coordinate work orders, vendor schedules, and inspections while ensuring a clean, safe, and efficient workplace.

Travel to BendPak’s Agoura Hills HQ at least weekly is required, with increased travel as needed. Strong organization, communication, and problem-solving are essential to succeed in this role.