Facilities Operations & Records Coordinator

Hope Services; San Jose (CA); On-site; USD 64,800 - 79,200; Full time

Job summary

Hope Services is seeking an Operations Support Coordinator – Facilities to serve as the primary liaison with the outsourced facilities management provider, NeXgen. You will coordinate day-to-day facilities activities, manage the Noda-Fi work order system, and maintain all facilities-related records to ensure service levels are met across locations.

Responsibilities include vendor coordination, contract administration, compliance, reporting, and ensuring audits are ready.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.
• Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.

Responsibilities

• Coordinate day-to-day facilities activities and manage the Noda-Fi work order system.
• Maintain centralized records and ensure audit-ready documentation, including leases, permits and occupational certifications.
• Monitor vendor performance and service levels, coordinate access for vendors, and escalate issues as needed.
• Assist CFO with contract administration and track contract expirations, renewals and insurance certificates.
• Coordinate utilities and preventive maintenance, ensure compliance with fire, safety and environmental regulations.

Skills

Facilities coordination

Vendor management

Education

Degree in Admin/Facilities

Tools

CMMS

Job description

Hope Services is seeking an Operations Support Coordinator – Facilities to serve as the primary liaison with the outsourced facilities management provider, NeXgen. You will coordinate day-to-day facilities activities, manage the Noda-Fi work order system, and maintain all facilities-related records to ensure service levels are met across locations.

Responsibilities include vendor coordination, contract administration, compliance, reporting, and ensuring audits are ready.