Facilities & Maintenance Operations Coordinator

Cazenovia Recovery Systems, Inc.; Buffalo (NY); Hybrid; USD 52,000 - 75,000; Full time

Job summary

Cazenovia Recovery Systems, Inc. is seeking an Operations Coordinator to provide administrative and operational support to the Maintenance Department, coordinating maintenance activities, vendor communications, work scheduling, compliance tracking, and training records to keep programs efficient and compliant.

The role collaborates with maintenance staff, contractors, and agency leadership to support preventative maintenance, inspections, and reporting while maintaining documentation, calendars,

Qualifications

• Associate's degree in Business Administration, Operations Management, Project Management, Facilities Management, or related field; or equivalent experience.
• Proficient with Microsoft Office programs.
• Valid NYS Driver's License and reliable automobile.

Responsibilities

• Develops and improves operational processes and workflows for Facilities and Development Department.
• Coordinates vendor and contractor communications for maintenance projects and service agreements.
• Manages vendor quotes and documentation for maintenance purchases and services.
• Schedules maintenance activities, preventative maintenance tasks, contractor visits, and facility projects.
• Liaises across Facilities, Finance, Compliance, Programs, IT, HR, and external partners.
• Maintains maintenance calendars and ensures timely inspections.
• Maintains project trackers, dashboards, and status reports to ensure priorities are met.
• Keeps records of work orders, maintenance activities, vendor contracts, and documentation.
• Tracks training requirements and certifications for maintenance staff with HR.
• Prepares reports, spreadsheets, and budgets related to maintenance operations.
• Supports VP by managing incoming requests and coordinating follow-up actions.
• Assists in inventory tracking and procurement for maintenance supplies.
• Manages day-to-day vehicle fleet operations and ensures regulatory compliance.
• Escalates delays or barriers as needed and participates in agency committees.
• Integrates Trauma-Informed Care principles in duties.
• Maintains compliance with HIPAA, 42 CFR Part 2, Medicaid/HUD regulations.
• Regular attendance at work location.

Skills

Vendor coordination

Scheduling

Documentation

Education

Associate's degree in Business Administration

Tools

Microsoft Office

Job description

Cazenovia Recovery Systems, Inc. is seeking an Operations Coordinator to provide administrative and operational support to the Maintenance Department, coordinating maintenance activities, vendor communications, work scheduling, compliance tracking, and training records to keep programs efficient and compliant.

The role collaborates with maintenance staff, contractors, and agency leadership to support preventative maintenance, inspections, and reporting while maintaining documentation, calendars,