Facilities Coordinator

Department: HR & Operations
Reports To: HR & Operations Director
Position Type: 1.0 FTE, 40 Hours/Week, Non-Exempt
Work Type: In Person, Not Hybrid/Remote Eligible
Salary Range: $24.00 to $25.44 per hour
Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above.
Benefits Available: Read more at http://hivalliance.org/employment/benefits
Agency Overview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/
External Applicants: Apply directly through our website, via the Agency Overview link. All applicants must submit a complete job application, supplemental questions, and resume via the job portal to be considered.
Internal Applicants: Apply via email, following the emailed application instructions

Position Summary: The Facilities Coordinator supports the mission of the agency by maintaining our buildings, grounds, and equipment at all of our locations, both owned and leased property. Among other tasks, the Facilities Coordinator services as a liaison to property managers, owners, and landlords of leased property and will work with outside vendors and contractors to facilitate the major repair and maintenance of buildings. This will include communicating needs to contracted security, maintenance and construction crews, and providing strategic communication to staff and management. The Facilities Coordinator is responsible for performing minor repairs, conduct preventative maintenance, & cleaning of the building & grounds. This position also helps to ensure fire & safety compliance.

Essential Functions and Responsibilities:

• Perform tasks related to upkeep of buildings and grounds, including but not limited to minor repairs, ongoing maintenance, carpentry, painting, and more
• Responsible for maintaining a preventative maintenance program and schedules, including maintenance and repair of buildings, equipment and grounds
• Administratively manage facilities and maintenance tickets within ticket system
• Primary responder for building emergencies & after-hours alarms/emergencies, including urgent building or equipment repairs, calling in contracted labor, etc.
• Primary point of contact for various vendors & related, including but not limited to landscaping, locksmith, alarm response, after hours security, property managers, etc.
• Maintain in compliance with & up to date records for state, federal, and local laws and regulations, including site inspections, safety signage & resources, fire extinguishers, backflow testing, fire sprinklers, range hoods, fire door, fire alarms, and more
• Ensure building & facilities systems are up to date, safe, and in good working order
• Serve as agency liaison for the Safety & Facilities Committee
• Work closely with and maintain good working relationships with contractors and vendors to ensure facilities are maintained in a safe, efficient, & professional manner
• Gather bids for periodic construction and maintenance projects, conduct research for projects, serve as primary point of contact & on-site support for vendors & contractors
• Provide strategic communication and training to staff, work with staff to resolve reported facilities/maintenance concerns, & teach/delegate tasks where appropriate
• Manage expenses to stay within outlined facilities, maintenance, and repair budgets
• Assemble strategic pitches for projects and repairs, including adapting solutions to be within agency resources, thinking creatively, short- & long-term impacts, etc.
• Create & maintain position related documentation, including reference guides, building overviews & maps, training materials, presentations, receipts, bids, etc.
• Consult on projects as requested, sharing area expertise, cost, & recommendations
• Run errands & complete purchases to acquire needed equipment, tools, & supplies
• Support emergency preparedness, address safety concerns, learn systems & software
• Support HR & Operations team as needed, including weekly meetings & coverage
• Ability to work well with others, handle stress appropriately, have reliable attendance
• Ability to use personal cell phone to run agency phone system software, MFA, etc.
Other tasks as assigned, including training/cross-training other staff as needed

Required Qualifications:

• 3 years of experience in a facilities, maintenance, construction, or related setting
• Proven ability to complete minor building, grounds, maintenance, & repair work
• Working knowledge of state and federal regulations & requirements, including OSHA
• Broad knowledge of electrical and plumbing principles & mechanical repairs
• Experience working respectfully & effectively with outside vendors and contractors
• Ability to read, interpret, and write documents, such as safety, operating, and maintenance instructions, rules, regulations, procedures, manuals, and more
• Strong organization, problem solving, prioritization, & attention to detail skills
• Effective communication skills, including verbal, written, & strategic/logistics
• Capacity to think independently, exercise mature professional judgement
• Able to work with distractions and busy surroundings and to work independently
• Proficiency in Microsoft Suite (Outlook, Word, Excel, etc.) or related software
• Ability to learn quickly, ask questions, document effectively, & be flexible/adaptable
• Valid Oregon driver’s license, or valid out of state driver’s license with the ability to get an Oregon driver’s license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy
• Ability to maintain and respect confidentiality in all appropriate agency business
• Ability to work respectfully with a diverse group of staff, board members, & clients
• Ability to pass agency criminal background check
TB test (provided at agency)

Professional Competencies:

• Interpersonal Communication & Conflict Management (proactively communicates effectively, listens carefully to others, exhibits acceptable standards of conduct, deals effectively with others in difficult situations, works to reduce tension & conflict)
• Organizational Awareness (takes time to learn about agency culture, policies, and procedures; recognizes and balances the interest and impact of one’s department with those of other departments, programs, and the agency as a whole)
• Embraces Change (actively identifies problems and opportunities for change, implements solutions where appropriate, maintains effectiveness & adjusts well when experiencing changes in work tasks, environment, processes, and requirements)
• Living the Agency Vision & Values (demonstrates an understanding of agency vision and values, keeping the vision and values at the forefront of decision making)
• Client & Customer Focused (keeps client and customer needs a primary focus; develops and sustains productive relationships with clients, customers, & partners)
Valuing Diversity (appreciates and leverages the capabilities, insights, & ideas of all individuals; works effectively with individuals of diverse style, ability, & motivation)

Physical Demands:

While performing the duties of this job, the employee is required to

• Repetitively use hands, including grasping, twisting/turning of wrists, finger dexterity
• Frequently use arms & legs, such as pushing, pulling, squatting, bending, reaching
• Sit and/or stand for extended periods of time, be on feet a majority of each shift
• Frequently use ladders, scaffolding, climb stairs, access spaces of various sizes
• Periodically kneel, crawl, or crouch to access plumbing, electrical, & crawl spaces
• Work at various heights, including accessing & completing maintenance on the roof
• Lift and carry up to 50 pounds regularly, up to 100 pounds occasionally with support
• Use continuous clarity of vision at 20 inches or less paperwork & computer work
• Reach above the shoulder or over equipment to access areas & complete tasks

The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Working Conditions, Travel, and Environment:

The duties of this job require individuals to be able to work in non-traditional and community-based settings. Additionally, the duties of this job include travel to other locations necessary to complete essential job functions, including the ability to transport self to job-related events and locations. This role requires regular reliable attendance, including:

• Ability to work flexible hours, including early mornings, evenings, and weekends
• Ability to work 5 days per week for a minimum of 40 hours per week
• Ability to work in loud, crowded, busy, or escalated environments
• Ability to drive at night and during various weather conditions safely