Facilities & Fleet Operations Coordinator

Eightcap, Inc.; Sidney Township (MI); On-site; USD 31,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

AD&D

401k with employer match

Job summary

EightCAP, Inc. seeks an Operations Coordinator to support the safe, dependable operation of facilities, grounds, equipment, and vehicle fleet across agency locations.

Working under the Operations Supervisor, you will coordinate maintenance requests, preventive maintenance, inspections, and fleet activities. This role also handles vendor services, invoices, records, and procurement, while supervising custodial staff and ensuring compliance with agency policies.

Qualifications

• High school diploma or equivalent.
• At least one year of experience in facilities maintenance, building operations, fleet coordination, construction, property management, or a related field.
• General knowledge of building maintenance and the safe use of hand tools, power tools, ladders, and maintenance equipment.
• Proficient computer skills, including Microsoft Word, Excel, Outlook, and internet-based systems.
• Effective oral and written communication skills.
• Demonstrated initiative, sound judgment, flexibility, attention to detail, and ability to manage multiple priorities.
• Ability to organize and coordinate multiple projects and work assignments across agency locations.
• Ability to work independently and collaboratively while adapting to changing priorities and urgent operational needs.
• Reliable transportation, a valid driver’s license, proof of automobile insurance, and the ability to meet EightCAP’s driving record requirements.
• Ability to pass required criminal history, child abuse and neglect, and other applicable background checks.
• Ability to obtain and maintain First Aid and CPR certification.

Responsibilities

• Develop and maintain preventive maintenance schedules for agency facilities, building systems, equipment, and vehicles in coordination with the Operations Supervisor.
• Coordinate scheduled preventive and routine maintenance across organization facilities, vehicle fleet, safety equipment, etc., monitor completion, maintain supporting documentation, and follow up on overdue or unresolved items.
• Manage the Operations Department’s maintenance ticket system for facility and vehicle maintenance requests from initial submission through resolution by researching information, coordinating internal and external partners, communication updates, documenting work performed and closing of requests.
• Coordinate vendor and contractor services, including scheduling access, communicating the scope of requested work, monitoring completion, and maintaining related service records.
• Maintain complete and accurate records for agency facilities, vehicles, equipment, maintenance activities, inspections, warranties, contracts, and vendor services.
• Manage invoice processing for the Operations Department by verifying that services or products were received, obtaining required approvals, assigning appropriate supporting documentation, and submitting invoices for timely payment.
• Maintain Operations Department contracts and service agreements, monitor renewal and expiration dates, and coordinate required updates or procurement activities.
• Complete procurement documentation for facility, fleet, equipment, supply, and contracted-service purchases in accordance with agency policies, funding requirements, and applicable program regulations.
• Supervise custodial employees assigned to agency locations, including establishing work expectations, coordinating schedules and coverage, monitoring performance, and ensuring facilities are maintained according to agency standards.
• Conduct routine facility inspections and work with custodial staff, internal maintenance personnel, building representatives, and vendors to address cleanliness, maintenance, and safety concerns.
• Order, track, and distribute custodial, maintenance, and facility supplies while monitoring expenditures and ensuring purchases comply with agency policies, approved budgets, and applicable program requirements.
• Maintain appropriate supply levels across agency facilities while identifying opportunities to control costs and reduce unnecessary or duplicative purchases.
• Assist the Operations Supervisor in identifying facility, fleet, equipment, and operational needs and developing practical, cost-effective solutions.
• Collaborate with other departments to support building security, key and access-control processes, emergency preparedness, workplace safety, and required facility inspection activities.
• Communicate planned maintenance, facility closures, service interruptions, and other operational information to affected employees and agency leadership.
• Prepare reports and provide information regarding maintenance activity, unresolved requests, preventive maintenance completion, facility conditions, fleet status, contracts, and operational expenditures.
• Serve as a primary administrative point of contact for employees, building representatives, custodial staff, vendors, and contractors regarding facility and fleet needs.
• Protect the privacy of employees and customers/families and maintain the confidentiality of information obtained through employment.
• Perform other duties as assigned.

Skills

Facilities maintenance

Project coordination

Vendor coordination

Communication skills

MS Office

Driver's license

Education

High school diploma or equivalent

Job description

EightCAP, Inc. seeks an Operations Coordinator to support the safe, dependable operation of facilities, grounds, equipment, and vehicle fleet across agency locations.

Working under the Operations Supervisor, you will coordinate maintenance requests, preventive maintenance, inspections, and fleet activities. This role also handles vendor services, invoices, records, and procurement, while supervising custodial staff and ensuring compliance with agency policies.