The Facilities Coordinator is responsible for ensuring the efficient operation, maintenance, and safety of the organization's facilities. This role involves coordinating daily facility activities, managing maintenance tasks, and supporting the Facilities Director in various administrative and operational duties.
ESSENTIAL DUTIES:
- Facility Maintenance:
- Coordinate and oversee routine maintenance and repairs of building systems, including HVAC, electrical, plumbing, and other mechanical systems
- Schedule and supervise external contractors for specialized maintenance tasks
- Assist in ensuring all maintenance work complies with safety and regulatory standards
- Facility Operations:
- Assist in monitoring and managing facility usage, ensuring spaces are appropriately utilized and maintained
- Assist in space planning and allocation to optimize facility use
- Administrative Support:
- Maintain and update facility-related records, including maintenance logs, safety inspections, and compliance documentation
- Assist with the preparation and management of the facilities budget
- Process invoices and track expenses related to facility operations
- Safety and Compliance:
- Ensure compliance with health, safety, and environmental regulations
- Conduct regular safety inspections and risk assessments
- Help in implementing and enforcing safety policies and procedures
- Vendor and Contract Management:
- Manage relationships with vendors and service providers
- Assist in contract negotiation and service agreements as needed
- Assist in monitoring vendor performance and ensure service level agreements are met
- Emergency Response:
- Coordinate and participate in emergency drills and training sessions
- Assist during emergencies and coordinate response efforts
- Customer Service:
- Answer any facility-related inquiries and requests
- Provide prompt and effective support to employees regarding facility issues
- Coordinate office moves and space adjustments as needed
Other Duties
- Uphold the highest standards of quality and efficiency in line with hospital quality programs (e.g. Safecare, DOH, etc.) requirements
- Ensure a safe and secure work environment by strictly adhering to infection prevention and control protocols such as but not limited to handwashing, wearing of PPE, etc
- Commit to sustainable and eco-friendly work practices by minimizing waste, optimizing resource usage and actively participating in initiatives that promote environmental stewardship
EDUCATION/EXPERIENCE REQUIREMENTS:
- Minimum Education Required: Bachelor's Degree in any Engineering course / Technical Background
- Licenses/Certifications Required; if any:
- Minimum Experience Required: Previous experience in facilities coordination, project management, or a related field
KNOWLEDGE, SKILLS & ABILITIES:
- Strong organizational and multitasking skills
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office Suite and facility management software
- Knowledge of health, safety, and environmental regulations
- Ability to work independently and as part of a team
- Problem-solving skills and attention to detail
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