Operations Support Coordinator - Facilities

Hope Services; San Jose (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Hope Services seeks an Operations Support Coordinator – Facilities to act as the primary liaison with NeXgen, managing work orders, records, vendor performance and service levels across all locations.

You will coordinate day-to-day facilities activities, administer the Noda‑Fi system, handle contract administration, compliance, reporting, and ensure outsourced services are delivered effectively, with strong focus on documentation and workflow.

Qualifications

• Associate’s or Bachelor’s degree in business, facilities or related field preferred.
• Minimum five years of facilities coordination or related experience.
• Experience with CMMS and maintaining regulatory records is a plus.
• Strong documentation and contract-tracking abilities.
• Proficient in Microsoft Office and record-keeping practices.

Responsibilities

• Serve as the liaison between Hope Services and the outsourced facilities management provider.
• Coordinate day-to-day facilities activities and manage work orders.
• Administer the Noda‑Fi Facilities Management System and generate reports.
• Monitor SLA performance and ensure service levels are achieved.
• Maintain facilities records, contracts, and compliance documentation.
• Coordinate vendor onboarding, renewals, and insurance certificates.
• Support capital projects and emergency communications as needed.

Skills

Vendor management

Facility coordination

Documentation

Microsoft Office

Communication

Education

Associate’s or Bachelor’s degree in Business Administration, Facilities Management, Public Administration, or related field

Tools

CMMS

Excel

Noda‑Fi

Outlook

Word

Job description

Position Summary

The Operations Support Coordinator – Facilities serves as Hope Services' primary liaison between Hope Services and the outsourced facilities management provider (NeXgen). The role coordinates day‑to‑day facilities activities, manages the Noda‑Fi work order system, maintains facilities‑related records, monitors vendor performance, and ensures service levels are achieved across all Hope Services locations. The position focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively.

Essential Duties and Responsibilities

• Vendor Coordination:
  • Serve as the primary point of contact between Hope Services and NeXgen.
  • Ensure work orders are assigned appropriately.
  • Monitor vendor response and completion times.
  • Coordinate site access for vendors.
  • Escalate unresolved or critical issues to the CFO.
  • Conduct regular service review meetings with NeXgen.
• Noda‑Fi Facilities Management System:
  • Administer the Noda‑Fi Facilities Management System.
  • Review work order status daily.
  • Monitor SLA compliance.Verify work order completion.
  • Generate weekly and monthly management reports.
  • Track recurring maintenance trends.
• Facilities Records Management:
  • Maintain a centralized repository for all facility records including leases, certificates of occupancy, building permits, site and floor plans, fire inspections, alarm and sprinkler reports, elevator inspections, HVAC maintenance, backflow inspections, generator inspections, environmental reports, ADA documentation, insurance certificates, vendor contracts, preventive maintenance records, warranty information, equipment manuals, operating documentation.
  • Ensure all records remain current, organized, and audit‑ready.
• Vendor Contract Administration:
  • Maintain vendor contact information.
  • Track contract expiration dates.
  • Monitor insurance certificates.
  • Track contract renewals.
  • Coordinate vendor onboarding documentation.
  • Assist the CFO with contract administration.
  • Maintain service level performance reports.
• Utility Coordination:
  • Coordinate with Accounting regarding electric, gas, water, sewer, internet accounts and account documentation.
• Preventive Maintenance Coordination:
  • Monitor preventive maintenance schedules.
  • Coordinate access with program locations.
  • Verify scheduled maintenance has been completed.
  • Maintain preventive maintenance records.
  • Report overdue maintenance activities.
• Compliance Support:
  • Maintain documentation supporting compliance with fire & life safety, ADA, OSHA, local building codes, environmental regulations, joint inspections, and insurance requirements.
  • Prepare documentation for audits, CARF surveys and regulatory reviews.
• Capital Projects Support:
  • Coordinate communication between Hope Services and contractors.
  • Maintain project files.
  • Track project schedules.Maintain warranty documentation.
  • Coordinate close‑out documentation.
  • Support project reporting.
• Customer Service:
  • Respond promptly to facility requests.
  • Communicate project status with program managers.
  • Resolve customer concerns.
  • Coordinate emergency response communications.
  • Maintain high customer satisfaction.
• Other duties as assigned.

Qualifications Required

• 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.
• Experience with computerized maintenance management systems (CMMS) preferred.
• Experience managing records and regulatory documentation.
• Or an approved combination of education and work experience.
• Valid California Driver's License and a clear driving record.
• Strong Microsoft Office skills, particularly Excel, Word, and Outlook.

Knowledge and Skills Preferred

• Strong written and verbal communication skills.
• Knowledge of vendor relations, procurement processes, contract performance monitoring, contract administration practices, including contract tracking, compliance, and document maintenance.
• Knowledge of records management principles, including document retention, confidentiality, and organized filing systems.
• Ability to coordinate multiple projects, prioritize tasks, and manage timelines to support successful project completion.
• Strong customer service and interpersonal skills, with the ability to communicate professionally and build positive working relationships.
• Ability to collect, analyze, and present information through clear, accurate, and well‑organized reports.
• Knowledge of regulatory compliance requirements and documentation practices to ensure adherence to applicable laws, regulations, and organizational policies.
• Knowledge of document control processes, including version control, document review, distribution, and records maintenance.
• Strong analytical and critical thinking skills with the ability to identify issues, evaluate options, and develop effective solutions.
• Exceptional attention to detail with a commitment to accuracy, consistency, and quality in all work performed.

Physical and Environmental Requirements

This position is primarily office‑based with periodic travel to other Hope Services locations. The employee may be occasionally required to inspect facilities and access mechanical rooms, rooftops, and equipment areas, may lift up to 25 pounds occasionally, and may be exposed to outdoor weather conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequent travel between assigned program and facility locations and exposure to indoor and outdoor environments, dust, and noise. Physical activity includes standing, walking, bending, lifting, and use of tools and equipment. Regular use of computer, phone, and electronic communication. The role may require occasional after‑hours, weekend, or on‑call availability for emergencies.

Equal Opportunity Employment

Hope Services is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for employees regardless of race, color, religion or belief, national, social, or ethnic origin, sex, age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family or parental status, or any other status.