Facilities Coordinator

POSITION SUMMARY

The Facilities Coordinator will serve as the primary point of contact for building and equipment maintenance, building security systems, and safety and emergency plans for Hoyleton metro east properties. This includes the Fairview Heights headquarters, all Foster Homes in the Metro East area, and any additional facilities throughout the Metro East. This role will serve as the contact person between Hoyleton employees and outside contractors for building and equipment maintenance activities. The Facilities Coordinator may be involved in planning of new facilities. This person is tasked to monitor the status of facilities, inspect for problems, issues, and damages, and request repairs, troubleshoot promptly. It is also the job of this role to suggest and recommend upgrades to enhance facilities activities and reduce costs.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Responsible for responding to issues that arise in Hoyleton metro east facilities. Initiate work requests, monitor completion of building projects, coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, inspections, grounds, alarm systems & building equipment), suggest metrics, monitor and report related trends.

2. Ensure all facilities in which the organization operates are properly maintained through regular inspections, preventive maintenance, monthly review of heating, fire extinguishers, fire safety, lighting, and other systems. 

3. Manage scheduled maintenance and analysis of HVAC systems, fire & life safety monitoring, building security, cleanliness, lighting and other elements. Assist Director with development of long-term capital maintenance plan.

4. Support Finance director with oversight of contracted services through BlueMark Property Management including evaluation of costs, selection of contractor and submission of recommendations to supervisor. 

5. Perform condition assessments on building appearance (including assessment of furnishings, i.e. cleaning and/or replacement), equipment and grounds, analyze results and provide recommendation to supervisor for solutions. Obtain bids and cost estimates from vendors in accordance with State procurement guidelines. Inspect and approve facilities contract work and third-party vendors; make recommendations to supervisor for building cost reductions. Support for building claims and damage.

6. Assist financial operations team with asset/property management by tagging assets, data entry & inventory; completing purchase orders, receiving; completing record keeping; establishing tracking system. 

7. Maintain building floor plans including space inventory and space allocation tracking. Coordinate with vendors and program leaders to prioritize, order and install furniture, equipment and facility updates. Coordinate logistics of staff moves, analyze for minimal disruption, specifying set-ups, and maximizing space utilization (percent of occupied/open, growth concerns, etc.)

8. Manage maintenance work order system, provide reports to supervisors, track metrics to ensure timely completion of work requests. Serve as after-hours resource and respond to building emergencies during business and non-business hours. 

9. Under direction of the SR VP of Administrative Services, implement facility security programs by developing procedures/practices, distributing badges/keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); and assessing and changing access schedules.

10. Serve as safety resource by collaborating with leaders to correct identified safety issues, performing root cause analysis, developing new employee facility orientation; and participating in emergency preparedness and business continuity with respect to facility operations, and special events as needed.

11. Provide timely, clear and accurate communication updates, alerts, and notifications to building occupants regarding facility matters. 

12. Ensure facilities comply with all applicable health regulations and codes, including occupancy requirements, zoning and building codes, OSHA, health, sanitation, and fire codes, elevator inspections, and all other applicable safety codes. Maintain parcel listing of all properties. 

13. Provide support for agency fleet to ensure vehicles properly maintained through periodic inspections, and operate safely to support the care of clients and staff. Ensure quick responses to emergency maintenance issues and potentially hazardous conditions. Recommend policies and procedures for vehicle use to minimize loss and damage to agency vehicles.

14. This position will supervise the Fairview heights maintenance specialist, Farview heights custodial staff and the Hoyleton campus ground manager. 

SKILLS and ABILITIES

· Analytical skills to analyze and track space and equipment data. Skilled with identifying and implementing data management tools and other facilities and inventory systems. 

· Strong interpersonal, organizational and communication skills, both oral and written. 

· Ability to function as a member of a team and work effectively within diverse organizations. 

· Must be able to work with minimum supervision. Self-starter and detail oriented with an emphasis on accuracy. 

· Ability to exercise good judgment, courtesy and tact in dealing with the public and other employees, in giving and obtaining information and in making proper disposition of problems as they may arise.

· Experience working with internal and external vendors and services contracting. 

· Ability to manage multiple projects with competing priorities and project plans. 

EDUCATION AND/OR EXPERIENCE

Minimum 5 years’ experience in a related role developing and leading a high performing team to meet and exceed goals.  Prior experience working in a nonprofit organization.  

Extensive knowledge and/or experience with facilities management, capital maintenance plans and construction/renovation projects.

Knowledge of internal control best practices and familiarity with standard reporting metrics.

Strong understanding of risk management frameworks (such as Council on Accreditation - COA).

Experience applying risk strategies and responding to risk incidents in complex, decentralized operating environments.

CARE & TCI 

One of the essential job functions of any position within the agency is to align your performance with our overarching philosophy of CARE. All decisions, actions, communication, and performance should align with the six CARE principles (Developmentally Focused, Family Involved, Relationship Based, Ecologically Oriented, Competence Centered, and Trauma Informed). Not only must you complete the CARE training with satisfactory participation, but you must then put that training into practice in your everyday work. 

Every employee must also pass TCI training with a satisfactory grade in written and/or physical testing. All employees must remain current on refresher training that is provided monthly at all locations. You will be tested every 6 months on the physical portion, if applicable to your position. You will be tested annually on the written portion regardless of your position. If you are not current on your TCI refresher training every six months, you will be required to retake the full course. If you do not pass either test, you may be required to retake the full course. Not only must you complete the TCI training with satisfactory participation, but you must then put that training into practice in your everyday work.

EQUIPMENT USED

Computer, Copy Machine, Calculator, Smart Phone, Fax Machine and Telephone

WORKING CONDITIONS

Frequency Options: Occasional: 0 – 15% of time; Frequent: 16 – 50% of time; Constant: Over 51% of time

Occasional – Exposure to noise, Exposure to heights, Exposure to temperature above 80 degrees, Exposure to chemicals, Exposure to hazards, Exposure to dust, carrying approximately 10 feet, pushing approximately 5 pounds, lifting approximately 5 pounds, climbing approximately 15 – 20 steps, Bending, Squatting, Kneeling and Physical Restraints.

Frequent – Walking approximately 100 feet and Standing 

Constant – Working alone or independently