Facility Services Coordinator

Monarch; Albemarle (NC); On-site; USD 32,000 - 42,000; Full time

Job summary

Monarch Healthcare in North Carolina is seeking a Facility Services Coordinator to provide administrative, clerical and project support to the Facilities Services Department under the Director of Facility Services.

You will manage work orders, data entry, inspections, contractor coordination, and HUD billing processes while delivering professional customer service and ensuring confidentiality.

Qualifications

• High School Diploma required.
• 2–4 years of administrative support experience.
• Ability to manage work orders and data entry accurately.
• Assist with contractor coordination and HUD billing tasks.

Responsibilities

• Maintain facilities data in the electronic work order system.
• Schedule inspections and coordinate with contractors and vendors.
• Prepare documents, reports and meeting materials with deadlines.
• Answer phones, organize meetings, and support management.

Skills

Data entry

Administrative support

Customer service

Education

High School Diploma

Job description

Scheduled Weekly Hours:40Schedule:Monday-Friday (8am-5pm)Pay Range Minimum:$16.00Education We're Looking for:High School Diploma (Required)Certifications We're Looking For:Drivers License (Valid) - USAExperience We're Looking For:Administrative Support Experience | 2-4 Years | RequiredJob Description Summary:The primary responsibilities of the Facility Services Coordinator are to provide administrative, clerical and project support to the Facilities Services Department under the supervision of the Director of Facility Services.What You'll Do:• Ensure daily contact with the maintenance staff to gather information on work orders and ensure complete and accurate data entry into facilities electronic system. Enter and maintain data related to the upgrade, repair and maintenance of all Monarch properties into the electronic work order/maintenance management system. Track progress, enter hours completed and close out work orders for maintenance staff. Create new work orders for additional work completed.• Match receipts and work orders and work with HUD billing process. Ensure timely and accurate submission to finance for billing purposes.• Assist in the development and implementation of approved contractor lists for external projects. Follow up with contractors for all quotes for timely replies. Communicate/coordinate with contractors, vendors, city/town building officials, internal maintenance staff and other Monarch staff.• Assist with the scheduling, coordinating and documenting of all required inspections for all Monarch properties.• Review deficiencies reports from DHHS to ensure tickets have been created in the electronic system. Follow up with contractors for all quotes for timely replies.• Update and maintain files, plans, forms and database information associated with the construction, renovation, general maintenance and preventative maintenance of Monarch sites.• Prepare proofs and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.• Answer and direct phone calls, take messages, and field/answer all routine and non-routine questions.• Prepare, coordinate and organize meetings as required to include room reservations, notification to members, and distribution of meeting materials and minutes.• Manage the key control system which includes maintaining the key log system and key cabinet.• Assist the Director of Facilities and the Construction Manager with special projects and in all matters as assigned.• Deliver a high level of customer service for employees in a professional and timely manner; strict adherence to maintaining confidentiality.• Attend and actively participate in meetings and training as required. Maintain certification in all agency, state and federal training requirements.• Demonstrate knowledge of and comply with all agency policies and procedures, as well as state and federal statutes and regulations related to specific program areas• Demonstrate knowledge of emergency procedures and assist in crisis situations.• Complete all other relevant responsibilities as assigned by the supervisor.• Travel and driving may be required. May occasionally be required to utilize personal vehicle for agency business.Benefits:We offer a competitive and flexible total rewards package designed to support the diverse needs of our team members. In addition to base compensation, eligible employees have access to a range of customizable benefits and perks, which may include comprehensive health coverage, retirement plans, professional development support, and more. Specific offerings are tailored to the role, employment type, and location. We look forward to discussing the details of your personalized compensation and benefits package—and what matters most to you—during the interview process.Make a Difference in Someone’s Life!At Monarch Healthcare, we work together to provide life-changing care in communities across North Carolina and Rhode Island. As a team, we provide hope, promote wellness, and empower individuals and families impacted by mental illness, substance use disorders, intellectual and developmental disabilities, and traumatic brain injury.You Belong at Monarch HealthcareYou deserve a positive and encouraging work environment - a place where you can do your best work and grow as a professional. That is just what you’ll find at Monarch Healthcare. Here, we care for people, including our team members. We offer a comprehensive, competitive benefits package that supports full-time and part-time team members and their families. More than just a job, this opportunity with Monarch Healthcare will give you room to spread your wings and grow because we believe in promoting from within and developing future leaders.Monarch Healthcare is an Equal Opportunity EmployerMonarch Healthcare offers opportunities as diverse as the people we support and the communities we serve. Monarch Healthcare is an equal opportunity employer and we are firmly committed to supporting and celebrating all forms of diversity.Monarch Healthcare does not accept paper applications. Any person with a disability who needs any reasonable accommodation under the Americans with Disabilities Act to apply for a position or otherwise to participate in Monarch Healthcare job search or selection process, should contact [e-mail] or call [phone].This job description in no way implies that these are the only duties and responsibilities to be performed. You will be required to follow any other instructions and to perform any other duties and responsibilities upon the request of a supervisor. This job description is subject to revision at the discretion of Monarch Healthcare.Department:Maintenance