SUMMARY/OBJECTIVE

The Facilities Coordinator supports the Chief Program Officer in supporting the overall facilities management and maintenance functions across Broward Housing Solutions’ properties; provides daily operational support to the Maintenance Tech team in performing their respective duties. Manages and coordinates resolution to incoming maintenance tickets by working directly with third party contractors.

DUTIES AND RESPONSIBILITES:

This position will be fast-paced and administratively intensive. The ideal candidate will be detailed oriented and consistent and have the ability to handle many ongoing tasks and projects, work closely with team members, and work at a high level independently. They will take a leading role in coordinating all repairs orders for all properties owned by BHS. This position will support the maintenance staff and coordinate qualified contractors and vendors as needed.

POSITION DUTIES AND RESPONSIBILITIES:

Effectively organize, prioritize, and manage all administrative duties to include: properly tracking certificates of insurance for each vendor, monitor and approve maintenance staff hours including overtime, schedule and document maintenance and repairs on building equipment, maintain spare stock parts supply and perform inventory control, document all tests and inspections to assure compliance with all legislated safety, environmental, and hazardous waste codes, notify tenants of unit inspection failure and perform re-inspection as needed, and maintain company vehicle according to maintenance schedule.

· Monitor the “on-call” answering system for maintenance related items.

· Streamline maintenance processes in order to promote customer service, maximize occupancy, achieve financial goals, and ensure compliance with local, state, and federal regulations, SDS, OSHA, EPA regulations, and fire codes.

· Evaluate and monitor a broad spectrum of maintenance activities; gathers and analyzes data to identify maintenance trends and provide information on maintenance operations; recommend procedures and processes for improvements; identifies industry best practices and communicates proposed process improvements to the Chief Program Officer

· Remain knowledgeable regarding all operational aspects of building systems: electrical including lighting systems and low voltage, mechanical including HVAC, fire detection & suppression, plumbing, control systems including BMS, transportation systems, door systems including dock doors, gates, levelers, and other systems as required.

· Profess knowledge of and adhere to all processes and procedures applicable to the site inclusive of operating procedures, work order system, preventive maintenance, reactive maintenance, work order scripts, vendor escort & management procedures, emergency procedures, business continuation, environmental health & safety, inventory control, and others as required.

· Create work orders for all code violations and annual certifications (i.e., back flow prevention, etc.) monitor for completion and/or closure.

· Provide oversight of all work orders and maintenance/repairs including coordinating efforts for timely completion, prioritizing repairs, and updating monthly Work Order Tracking Report. Discuss any trends or discrepancies with Chief Program Officer.

· Coordinate with outside contractors for the service and repairs of equipment. Use Preferred Vendor List to engage appropriate contractor for work outside the scope of normal maintenance authorized by BHS®. Verify all repairs are properly completed prior to submitting invoice for payment.

· Ensure all maintenance/repairs adhere to BHS’ guidelines and are within the budget, all maintenance and repairs are being approved based on BHS’s Vendor Procedures, and all purchases/vendor repairs are properly coded.

· Participate in weekly maintenance meetings. Review status of the unit inspections and follow proper procedures for all failed inspections.

· Work in collaboration with the Housing Specialists and Clinical Housing Navigator to provide oversight of unit punchouts, maintain consistent and effective communication regarding unit readiness and/or tenant concerns/issues, and assist in the delivery/posting of any notifications/notices/memos…etc.

· Assist in annual fire inspections and ensure extinguishers are in working order.

· Follow all HIPAA regulations.

· All other duties as assigned by Leadership Team.

POSITION QUALIFICATIONS AND SKILLS:

· Very good understanding and knowledge of property and systems

· Must possess a minimum of 2 years of administrative experience.

· Must demonstrate outstanding customer/tenant service skills and be self- motivated.

· Disciplined approached to policies and procedures.

· Ability to meet tight deadlines.

· Must be able to work independently in a fast-paced environment, work well under pressure and can multitask.

· Must be a team player and always maintain professional demeanor.

· Proficient knowledge of computer software operations (i.e., Microsoft office) YARDI Property Management a plus.

· Negotiation skills specific to vendors, repair, and replacement proposals.

· Excellent organizational skills and detail oriented.

· Able to work comfortably with our resident population and demonstrate an understanding of effective means of communication with them.

· Must successfully complete Level II background screening, local background, and drug test.

To apply: Email cover letter, resume and professional references to: HR@browardhousingsolutions.org.

No phone calls please.

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience level:

• 2 years

Schedule:

• Monday to Friday

Work setting:

• In-person

Ability to Relocate:

• Fort Lauderdale, FL 33316: Relocate before starting work (Required)

Work Location: In person