Facilities Administration Coordinator

Requisition #: req13005

Location: Grand Rapids, MI

Hours: Full-time (40 hours/week)

Bethany is changing the world through family. We began our work by serving one child more than 75 years ago. Today, Bethany is an international Christian nonprofit partnering with communities in more than 30 states and in several countries around the world. We strengthen and preserve families, support displaced people fleeing danger, and find safe, loving families for children who need them. Bethany is at the forefront of creating and implementing solutions to meet the growing needs of vulnerable children and families in the U.S. and around the world.

The Facilities Administration Coordinator will provide support to the Sr. Director of Facilities and overall facilities maintenance department.

This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES

• Assist the Sr. Director of Facilities with duties regarding the efficient and effective oversight of facility management;
• Responsible for successfully managing, simultaneously, the administrative details of multiple facility projects for various locations;
• Responsible for monitoring and reporting project timelines and costs on an ongoing basis, thereby assisting the supervisor to ensure projects are completed on time and on budget;
• Verify vendor invoices in comparison to quotes and contracts, and process accounts payable on behalf of the facilities department;
• Communicate effectively with vendors, contractors, and agency staff;
• Develop a reporting system so that departmental leaders have timely insights concerning open repair order status and time-to-complete repair statistics;
• Assist with facility support for national branch managers;
• Assist with monthly vehicle and facility reports and with coordination of agency fleet vehicle repairs and routine maintenance, recalls and new vehicle intake;
• Assist with Conference Center scheduling and monitor usage;
• Assist with monitoring and ordering supplies;
• Prepare and coordinate weekly facility staff meetings;
• Complete other duties as assigned.

QUALIFICATIONS:

• Associate’s degree required;
• Bachelor’s level degree from an accredited college preferred;
• At least 3 years of prior experience in an administrative support role;
• Facilities maintenance background experience preferred;
• A strong attention to detail, highly organized, ability to properly prioritize time resources, and ability to follow-up to see a project through to completion will be essential;
• Excellent verbal and written communication skills;
• Ability to work independently and exercise a high level of confidentiality;
• Computer skills sufficient to perform essential functions including knowledge of Microsoft Office suite;
• Must be 21 years old with a valid driver’s license with at least 3 years driving experience in the U.S. to operate a vehicle on behalf of Bethany. Must also pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate insurance coverage;
• Pass a criminal history screen, including state and local child protection agency registries;
• Subscription to and integration of the agency Statement of Faith and Mission Statement.