Facility Specialist

Special Service for Groups, Inc.; Los Angeles (CA); Hybrid; USD 32,000 - 36,000; Full time

Job summary

Special Service for Groups, Inc. is seeking a Facility Specialist to ensure facilities comply with federal, state, local, and funder requirements.

The role conducts inspections, coordinates corrective actions, maintains licenses, and prepares for audits by agencies such as LAHSA, SAPC, and DHS. The position reports to the Sr Manager for Contacts & Compliance and involves collaboration across Operations, Programs, Facilities, QA, and Compliance.

Qualifications

• Bachelor's degree or 3 years of relevant facilities compliance experience.
• Knowledge of ADA Standards, OSHA, and fire/life safety requirements.
• Ability to read floor plans and identify deficiencies.
• Experience with regulatory inspections and audits.
• Valid California driver''s license and reliable transportation.

Responsibilities

• Conduct scheduled and unannounced facility compliance inspections.
• Monitor compliance with ADA, OSHA, Fire Code, licensing and contractual facility requirements.
• Maintain master inventory of licenses, permits, certificates, and postings.
• Coordinate renewal of Public Health permits, Fire Department clearances and occupancy certificates.
• Prepare written inspection reports and compliance dashboards.
• Coordinate corrective action plans and track completion.
• Serve as ADA Coordinator for HOPICS and ensure accessibility compliance.
• Collaborate with Operations, Programs, Facilities, QA, Compliance, and regulators.
• Travel between program sites as required.

Skills

Project management

Organization

Reading floor plans

Communication

Education

Bachelor's degree in Facilities Management or related field

Tools

Microsoft Office

Google Drive

Job description

SPECIAL SERVICE FOR GROUPS, INC.

JOB ANNOUNCEMENT

Title: Facility Specialist Division: HOPICS FLSA: Non-Exempt (Full Time)

Supervisor: Sr Manager for Contacts & Compliance

Pay Range or Rate: $23.00-$26.00/hr

Summary

Under the direction of the Sr Manager for Contacts & Compliance, the Facility Specialist is responsible for ensuring organizational facilities remain compliant with all applicable federal, state, county, city, funder, licensing, accreditation, and agency facility requirements. The position conducts routine facility compliance inspections, coordinates corrective actions, maintains required licenses, permits, certificates and postings, and prepares facilities for internal and external monitoring by agencies such as LAHSA, SAPC, DHS, Public Health, Fire Department, and other funders. The incumbent serves as the primary coordinator for facility compliance documentation and ADA accessibility readiness while working collaboratively with Operations, Programs, Facilities, QA, Compliance, Property Management, and external regulators.

Essential Functions

• Conduct scheduled and unannounced facility compliance inspections using agency and funder checklists.
• Monitor compliance with Funders Facility Standards, ADA accessibility requirements, OSHA, Fire Code, Public Health, licensing and contractual facility requirements.
• Maintain master inventory of required licenses, permits, certificates, fire clearances, inspections and expiration dates.
• Coordinate renewal of Public Health permits, Fire Department clearances, Certificates of Occupancy, Building Registration Certificates and other required documentation.
• Verify all required facility postings are current, visible, and compliant with funder and regulatory requirements.
• Coordinate corrective action plans for facility deficiencies and track completion.
• Maintain facility compliance files and evidence for monitoring and audits.
• Coordinate all facility documentation for internal monitoring and external reviews; collect, organize and submit required records to the appropriate reviewer.
• Perform pre-audit readiness reviews and mock inspections.
• Monitor ADA compliance including accessible routes, restrooms, parking, emergency egress, signage, furniture placement and reasonable accommodation documentation.
• Coordinate emergency evacuation maps, fire extinguisher inspections, first aid stations and life-safety documentation.
• Track pest control, sanitation, environmental health, maintenance logs and preventive maintenance.
• Prepare written inspection reports and compliance dashboards.
• Collaborate with property management, vendors and maintenance to resolve deficiencies.
• Serve as the designated ADA Coordinator for HOPICS, ensuring compliance with Americans with Disabilities Act (ADA) requirements across program operations and facilities.
• Coordinate with SSG on ongoing ADA monitoring activities, ensuring accommodations and accessibility standards are consistently met.
• Track and report ADA-related compliance issues, escalating concerns to SSG as needed.
• Complete, submit, and coordinate the Facility Review Checklist with SSG and HOPICS Security on a quarterly basis.
• Provide technical assistance and training to program staff on facility standards.
• Represent the Agency in a professional manner at meetings and community events.
• Regular attendance required.
• Maintain and uphold Agency mission, values, policies and procedures.
• Other duties as assigned.

Secondary Functions

May assist with special projects, emergency preparedness activities, after-hours inspections, weekend monitoring, and new site openings. For example, overtime, holiday, or weekend work may be required. Perform other duties as assigned by their immediate supervisor or the Associate Director for Contracts, Compliance and Performance. Demonstrates strong initiative and the ability to work independently with minimal supervision. Effectively manages time, prioritizes competing responsibilities, sets clear goals, and ensures assigned tasks are completed accurately and on schedule. Maintains accountability by tracking progress, communicating challenges promptly, and following all responsibilities through completion.

Minimum Qualifications - Knowledge, Skills and Abilities Required

• Bachelor's degree in Facilities Management, Public Administration, Business Administration, Environmental Health, Construction Management or related field; or equivalent combination of education and experience or three (3) years of experience in facilities compliance, regulatory inspections, quality assurance, risk management or related field.
• Knowledge of LAHSA facility standards, ADA Standards for Accessible Design, OSHA, Fire/Life Safety and Public Health requirements.
• Ability to read floor plans and identify ADA and life-safety deficiencies.
• Project management, organization and documentation skills.
• Microsoft Office and Google Drive skills.
• Valid California Driver License, reliable transportation and automobile insurance.
• Verification of employment eligibility and successful background check.

Non-Essential Qualifications - Knowledge, Skills and Abilities

• Experience in homeless services, healthcare or behavioral health.
• Experience with LAHSA, SAPC, DHS, DMH or other public funder monitoring.
• Knowledge of CARF or Joint Commission standards.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Environmental Conditions (Working Conditions)

Hybrid office and field environment. Frequent travel between program sites. Exposure to occupied residential, shelter, office and community-based environments. Occasional exposure to weather and active maintenance activities. Exposed to highly aggressive clients. May be exposed to aggressive/hostile clients: Dealing with trauma may trigger personal trauma; must work in conjunction with other collaborative staff members; communicate with many sources including courts, Los Angeles County Law Enforcement Agencies, District Attorney Offices and Victims Advocate Representative, Department of Children and Family Services and other community agencies. Local automobile travel may be required. There is some responsibility to work in noisy environments where adults are free to talk loud and expressively. This position is exposed to multiple tasks and must work with many different departments and Directors (DHM/BHS/law enforcement, etc.). While driving to training or performing other duties there may be exposure to weather conditions prevalent at the time, noise, moving vehicles, high crime rate areas, odors, fumes, pollen etc.

Physical Requirement

Frequent walking, standing, climbing stairs, bending, reaching, carrying up to 25 pounds, driving between sites, prolonged computer use, listening, and speaking. A great portion of the day requires sitting, standing, carrying equipment/charts/documents, walking, reading, writing, and communicating or a combination of the above.

Mental Requirements

Must be able to handle any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules; be able to process information, think, and conceptualize.