Facilities and Safety Coordinator

Primary Purpose             

A Facilities and Safety Coordinator manages the day-to-day maintenance, vendor coordination, and safety compliance of the workplace or facility, ensuring the physical space remains functional and safe.

Education and Experience          

An associate degree and 2-5 years of experience in facilities, office management, or operations support, or an equivalent combination of education and experience. Strong organizational and vendor management skills. Familiarity with facilities management and work order systems. Must possess excellent communication skills. Proficiency in all Microsoft applications required.

Minimum Qualifications

• Provide proof of current, valid Oregon Driver’s License (or if out-of-state will obtain Oregon license within 30 days), comprehensive automobile insurance (if applicable) and a safe driving record (minimum of 3 yrs.) to use company or personal vehicle for required duties.
• Successfully pass a Criminal Background Check and Medicaid Fraud Check.

Essential Duties, Responsibilities and Core Competencies

Facilities

• Ensures assigned equipment is in proper working order and available for use.
• Maintains physical space in all properties, ensuring a safe, clean, and functional environment.
• Receive, manage, and process work order requests through maintenance system; ensures problems are resolved quickly. 
• Coordinate maintenance requests and repairs across the facility
• Manage vendor contracts and service schedules
• Ensure facility compliance with safety regulations
• Track facilities-related spending and vendor invoices
• Source and coordinates new vendors as needed
• Support space planning and workplace setup needs
• Act as liaison between employees and any outside contractors needed to resolve specialized problems.
• Draft and implements preventive maintenance schedules for buildings and equipment.   
• Apply for, or assists with application, for required environmental permits.
• Maintains inventory of supplies; reorders as needed. 
• Ensure facility compliance with safety regulations
• Track facilities-related spending and vendor invoices
• Source and coordinate new vendors as needed

Health and Safety

• Ensure safety standards are followed throughout facility. 
• Participates on emergency preparedness planning team
•  Responsible for maintaining agency facility incident reporting.
•  Collect & maintain documentation for all vehicle maintenance logs & documentation. 
• Investigate accidents in agency vehicles.
• Responsible for all OSHA compliance by conducting, documenting, and reporting all safety inspections, using the OSHA checklist.
• Facilitate and coordinate monthly Health and Safety Committee meetings, including providing appropriate data and documentation for the team’s review for the agency.
• Provide appropriate data and documentation to the Health and Safety Committee. Comply and follow through with changes and requests made by the Health and Safety Committee; respond to safety issues as they arise.
• Document ongoing safety education: review and maintain files.
• Assist Program Managers in training staff and monitor adherence to safety guidelines, emergency preparedness, OSHA, and health-related topics.
• Maintain current knowledge of utility and fire codes and regulations as they apply to the facility.
• Responsible for ensuring all safety drills occur monthly and are documented in accordance with agency and regulatory policies.
• Maintain fire extinguisher inventory and attend to physical plant issues as they arise. Schedule and participate in all fire equipment related inspections.
• Assist Operations in preparation of the annual Environment of Care/Safety Report and Infection Control Plan
• Maintain MSDS manuals and conduct annual review, as applicable.
• Responsible for ordering, receiving, stocking and distribution of office and Health and Safety supplies.
• Work closely with HR to ensure compliance with Health and Safety standards for Staff. 

Safety and Work Environment

• Abide by ethical codes, mission, values, and professional standards, including confidentiality.
• Actively utilize, reference, and follow agency policies, procedures, and guidelines.
• Present a positive attitude, professional demeanor and demonstrate respect for youth and young adults, families, staff, visitors, and community partners.
• Perform all work tasks in a proper and safe manner per established policies, procedures, and guidelines to prevent unnecessary injury, time loss and agency expense.
• Comply with all federal, state and agency health and safety reporting requirements.

Other Duties

• Perform other related work as assigned.
• Attend training courses and meetings as assigned. May be appointed to committees. 

Attendance

• Maintain prompt and regular attendance in accordance with company policy.
• Ability to be flexible and adjust schedule as necessary to fit program needs and meet the needs of youth and their families.

Physical Demands: The physical demands described here are representative of those that must be met by the staff person to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the staff person is regularly required to use hands to type, handle, reach with hands and arms, talk or hear. The staff person frequently is required to stand and walk. The staff person is occasionally required to sit, stoop, kneel, crouch or crawl. The staff person must frequently lift and or move up to 10 pounds and occasionally lift and/or move up to 45 pounds.  Specific vision abilities required for this job include close vision, distance vision, and depth perception and operating a motor vehicle.

Working Conditions: The working conditions described here are representative of those that must be met by the staff person to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the staff person is frequently exposed to loud noises, outside weather conditions such as heat, cold and humidity. The staff person is occasionally exposed to chemical solutions and body fluids.

Hazardous Conditions: Risk of verbal and physical threats and harm from clients. Possible exposure to air and Bloodborne Pathogens.

Equipment Used: May include general office equipment, such as computer, telephone, agency or personal vehicle, general cleaning supplies, and kitchen utensils/supplies.

Travel: Travel is expected for required trainings.

Other Responsibilities: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Staff’s Attestation constitutes staff's understanding of the requirements, essential functions, and duties of the position.