Description

Job Title: Facilities Coordinator

Department: Administration — Facilities

Reports To: Executive Director of Community Living and Facilities

FLSA Status: Exempt

General Purpose of the Job: The overall purpose of this position is to manage NCIA’s commercial and residential property maintenance to improve the overall management of facilities. The Facilities Coordinator manages NCIA’s day-to-day maintenance activities and ensures that all NCIA and regulatory requirements are met. Under the direction of the Executive Director of Community Living and Facilities, the Facilities Coordinator is responsible for ensuring that high standards are met and maintained in all aspects of facilities maintenance, including physical conditions of properties safety standards and work order completion within the budgeted guidelines. The Facilities Coordinator will also develop and implement measures to achieve cost-effective improvements to support operations and increase business satisfaction. The Facilities Coordinator is accountable for ensuring that all of NCIA’s commercial and residential properties are maintained to company and governmental regulations.

Essential Duties and Responsibilities

1. General

1. Maintains electronic database of routine maintenance of facilities.
2. Monitors and ensures maintenance operations are in compliance with local, state, and federal rules and regulations.
3. Develops and implements standards to maintain facilities; visits properties to ensure work is completed to a satisfactory level.
4. Provides information to departments on facility information and exchanges information with representatives from outside agencies.
5. Provides reports and/or information to the Safety Committee, Executive Director of Community Living & Facilities, and leadership as requested.
6. Responds verbally and/or physically to emergency situations, including evenings and weekends, as needed. Answers emergency calls 24/7.
7. Performs other related duties as assigned.

B. Specific — Facilities

1. Responsible for maintaining facilities owned or leased by the Agency by inspecting the building's equipment, furnishings, and interior/exterior and assigning relevant work to the contracting company.
2. Receives, manages, and processes work order requests; ensures problems are resolved quickly.
3. Reviews, verifies and submits invoices for payment, ensuring accuracy.
4. Identifies repair/replacement needs and fiscal impact.
5. Establishes priorities and arranges for repairs accordingly.
6. Engages and oversees outside contractors as needed.
7. Acts as a liaison between employees and any outside contractors needed to resolve specialized problems.
8. Develops and implements a plan to ensure safe, healthful, and comfortable environments.
9. Is responsible for overseeing janitorial support (carpet/floor cleaning) in order to assist with all regulations pertaining to health standards.
10. Monitors the Agency’s facilities concerning health and life safety requirements to ensure their conformity with the Agency’s standards and licensing requirements.
11. Coordinates and prepares Agency facilities for inspection by local, state, and federal agencies.

Supervisory Responsibilities: None

Qualifications

Education and/or Experience:

• Five (5) years of general maintenance and/or construction experience; and
• A minimum of a high school diploma, Bachelor’s degree or some college education preferred.

Required skills/abilities:

• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite or related software necessary to create and maintain reports and logs.
• Excellent organizational skills and attention to detail.
• Ability to perform well in a fast-paced environment.

Certificates, Licenses, Registrations: None.

Other Skills and Abilities:

• Solid judgement along with decision-making skills
• Good interpersonal skills
• Exceptional planning and organizational skills
• Ability to work independently and as part of a team
• Customer service oriented
• Skills in the areas of light electrical, light plumbing, carpentry, painting, and light mechanical repair.
• Ability to assess and prioritize maintenance requests.

Other Qualifications:

• Possess a valid Maryland Driver’s License and must have an acceptable driving record as determined by the criteria established by NCIA’s insurance carrier and the NCIA policy.

Physical Demands:

• Communication and auditory ability required.
• Prolonged periods standing and walking throughout facilities.
• Must be able to lift up to 15 pounds at times.
• Must be able to bend, lift, stretch, climb, and crawl to maintain equipment and buildings.
• Must be able to perform work in a variety of weather conditions.

Work Environment:

• Both indoor and outdoor environments, with potential exposure to weather elements, such as rain, wind or snow on a regular basis. May require travel to different NCIA properties and locations.
• Exposure to moderate noise to high volumes of noise.
• Fast-paced environment, which includes daily scheduling and handling multiple maintenance requests.

I understand that the above information on this description has been designated to indicate the general nature and level of work performed by an employee with this job title. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This is not an all-inclusive job description, therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.