Facilities & Projects Administrative Coordinator

AHMC Healthcare Inc.; Monterey Park (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

AHMC Healthcare Inc. is seeking a Facility Coordinator to perform a range of administrative and office support duties under general supervision.

You will create and maintain department reports, files, and tracking systems, interfacing with C-Suite personnel while maintaining strict confidentiality. Responsibilities include managing filing systems, serving as the primary point of contact, administering PO and tracking programs, organizing project documentation, maintaining logs for construction

Qualifications

• High school diploma or equivalent.

Responsibilities

• Maintain, establish, and organize filing systems for accurate tracking and rapid retrieval of records and documentation.
• Serve as primary contact for visitors and calls, delivering excellent service with tact and discretion.
• Administer and maintain department PO system and tracking programs, keeping management informed of status updates.
• Organize and maintain project documentation, including insurance, bonds, RFPs, scopes of work, inspections, change orders, and costs.
• Create and manage department spreadsheets and logs for construction and renovation projects, suggesting improvements.
• Coordinate activities with leadership, schedule meetings, prepare materials, and transcribe meeting minutes.
• Support data gathering for Utilization Management and Environment of Care assessments, reporting outcomes to leadership.
• Provide general administrative support, including photocopying and handling calls, and participating in department projects and training.

Skills

Customer service

Administrative support

Communication

Education

High school diploma

Tools

PO system

CER tracking program

OSHPD documentation tools

Job description

Overview

JOB SUMMARY:

Operating under general supervision, the Facility Coordinator carries out a range of specialized administrative and office support duties. Key responsibilities include creating and maintaining specialized department reports, files, and tracking systems, while interfacing with C-Suite personnel and executing related duties as assigned. The role demands proactive administrative support and a strict commitment to confidentiality.

Responsibilities

Key Responsibilities

• Maintain, establish, and organize manual and automated filing systems to ensure accurate tracking, updates, and rapid retrieval of records and departmental documentation.
• Serve as a primary point of contact for visitors and telephone inquiries; deliver excellent customer service by greeting guests promptly and professionally handling all interactions with tact, discretion, and courtesy.
• Administer and maintain the department Purchase Order (PO) system, CER tracking program, and contract tracking programs (e.g., architectural, engineering, construction, and operational), keeping management informed of status updates.
• Organize, track, and maintain comprehensive project documentation, including Insurance, Performance Bonds, RFPs, Scopes of Work, IOR Daily Inspections, OSHPD Field Reviews, change orders, and project costs in both hard and soft copies.
• Create, update, and manage departmental spreadsheets and logs to monitor construction, remodel, and facility renovation projects, recommending procedural or logging improvements as appropriate.
• Coordinate departmental activities with leadership, schedule required meetings (e.g., safety, construction, education), prepare necessary materials, and accurately transcribe meeting minutes.
• Assist with the preparation and gathering of data for Utilization Management, Environment of Care (EOC) assessments, and Preventive Maintenance compliance reports, providing timely updates to the Director on outcomes or issues.
• Provide general administrative and clerical support, including completing photocopying, managing incoming telephone calls by the 3rd ring, and participating in departmental projects, meetings, and in-services.

Perform other related duties as assigned.

Qualifications

Education, Experience, & Training

• Possess a high school diploma or equivalent qualification.
• Hold NFPA, NEOC, or EOC certifications, or demonstrate comparable professional industry experience.
• Demonstrate proficiency operating standard office equipment, including computer systems, multi-line telephones, copiers, fax machines, and desktop printers.

Exhibit strong written and verbal communication skills to interact professionally across all organizational levels.