Facilities Coordinator & Maintenance Tech

Position Summary:

The Facilities Coordinator & Maintenance Technician will play a key role in managing both the operational coordination and hands-on maintenance activities across the organization’s facilities. This position will oversee the scheduling and execution of preventive and corrective maintenance tasks while also managing the day-to-day facilities operations. The individual in this role will be responsible for the upkeep and repair of building systems, equipment, and facilities, as well as coordinating the daily tasks of facilities support staff and ensuring that all facilities are maintained to the highest standards. The position will also require the individual to handle various errands and ensure effective communication with tenants, providing prompt responses to their requests and concerns.

Key Responsibilities/Essential Job Functions:

Maintenance & Repair:

• Perform routine maintenance, troubleshooting, and repairs for building systems such as HVAC, electrical, plumbing, and lighting.
• Conduct regular inspections to identify any maintenance issues or areas that require repairs, and initiate action to resolve them.
• Perform minor construction, painting, and general repairs as needed to maintain the aesthetic and functional quality of the facilities.
• Respond to urgent maintenance requests (e.g., equipment breakdowns, plumbing issues) and ensure timely resolution.
• Maintain and update records for maintenance activities, repairs, and service calls.

Preventative Maintenance:

• Develop, implement, and maintain a preventative maintenance program for all facilities, ensuring systems are regularly inspected and serviced to avoid costly repairs or breakdowns.
• Schedule and perform regular inspections and preventative maintenance tasks on building systems (e.g., HVAC filters, plumbing checks, fire alarm systems, lighting).
• Collaborate with external vendors when necessary for specialized services (e.g., HVAC contractors, electricians) to ensure optimal functioning of all systems.

Coordination & Scheduling:

• Coordinate and schedule daily maintenance activities, ensuring that staff members are assigned appropriate tasks and resources.
• Work closely with the Facilities Manager to develop maintenance schedules and priorities, balancing urgent repairs with routine maintenance tasks.
• Maintain communication with team members, vendors, and leadership regarding ongoing work, requests, and facility updates.
• Track maintenance requests, ensuring that tasks are completed on time and to the required standards, and that they are documented appropriately.

Vendor & Supplier Coordination:

• Manage relationships with external vendors and contractors for specialized maintenance tasks (e.g., HVAC, plumbing, electrical work), ensuring that service contracts are fulfilled and service quality is maintained.
• Obtain quotes and assist with procurement for necessary materials and supplies for maintenance tasks, ensuring cost efficiency.
• Review and monitor vendor performance to ensure adherence to service agreements and timelines.

Facilities Operations & Support:

• Assist in coordinating general facility operations, including space planning, cleaning schedules, and landscaping coordination.
• Ensure that facilities are properly stocked with necessary maintenance supplies, cleaning products, and tools.
• Aid in setting up for events or special projects as needed, ensuring the facility is prepared and operational.
• Maintain a clean, safe, and organized work environment for all employees, visitors, and contractors.

Reporting & Documentation:

• Maintain accurate logs of all maintenance and repair activities, including details of completed work, service requests, and inventory use.
• Provide regular reports to the Facilities Manager on the status of ongoing maintenance tasks, facility issues, and project timelines.
• Keep track of warranties, service contracts, and equipment manuals for building systems and machinery.

Safety & Compliance:

• Ensure that all maintenance and repair work complies with safety regulations, building codes, and company policies.
• Follow established safety protocols when performing maintenance work, including the use of protective equipment and proper disposal of hazardous materials.
• Report any safety hazards or concerns to the Facilities Manager immediately.

Errands & Offsite Responsibilities:

• Run errands such as trips to the bank and post office, ensuring that financial and mailing tasks are completed efficiently.
• Perform airport trips for facility-related needs, such as picking up or dropping off company representatives, vendors, or contractors.
• Handle other miscellaneous offsite tasks as directed by the Facilities Manager or leadership team.

Tenant Communication & Responsiveness:

• Serve as a primary point of contact for tenants at 987 East Avenue and Victor, addressing their questions, concerns, and complaints promptly.
• Ensure that maintenance issues raised by tenants are responded to in a timely manner, with clear communication regarding expected resolution times.
• Maintain a professional and customer-service-oriented approach when dealing with tenants to ensure high satisfaction levels.
• Regularly update tenants on the status of ongoing maintenance requests or issues affecting their space.
• Act as an advocate for tenants within the facilities management team, ensuring their concerns are prioritized where appropriate.

Qualifications:

Education & Experience:

• High school diploma or equivalent required; a technical certification (e.g., HVAC, plumbing, electrical) or Associate’s degree in Facilities Management, Maintenance, or a related field preferred.
• Minimum of 3-5 years of experience in facilities maintenance or a similar role.
• Experience in performing general building repairs and maintenance (HVAC, electrical, plumbing, painting, etc.).
• Familiarity with preventative maintenance practices and facilities management software is a plus.

Skills & Abilities:

• Strong technical knowledge of building systems, including HVAC, plumbing, electrical, and lighting systems.
• Ability to troubleshoot and perform repairs on a variety of systems and equipment.
• Excellent time management and organizational skills, with the ability to prioritize multiple tasks.
• Ability to coordinate and schedule maintenance activities effectively, ensuring minimal disruption to facility operations.
• Strong communication and interpersonal skills to work with internal teams, vendors, contractors, and tenants.
• Familiarity with safety regulations and building codes, including OSHA requirements.
• Ability to lift and carry up to 50 lbs. and perform physical tasks such as bending, climbing ladders, and using hand tools.

Personal Attributes:

• Detail-oriented with a proactive, problem-solving mindset.
• Strong work ethic and ability to take ownership of tasks.
• Ability to work independently with minimal supervision.
• Willingness to be on call for emergency repairs or urgent maintenance requests.
• Positive attitude and ability to collaborate with various teams and departments.

Physical Demands:

• Ability to perform physical tasks, including lifting up to 50 lbs, standing for long periods, and climbing ladders.
• Willingness to work outdoors or in environments that may be subject to varying conditions (e.g., weather, construction sites).

Work Environment:

• This position will primarily be based at 987 East Avenue, Victor, NY, and 973 East Avenue, Rochester, NY, with occasional travel to other sites for maintenance or repair needs.
• The role involves both office work (scheduling, reporting) and hands-on tasks (repairs, inspections, physical labor).
• Availability of working outside of normal office hours may be required for emergency repairs or special projects.

What We Offer:

• Competitive salary with performance-based incentives
• Comprehensive benefits package, including health, dental, and vision insurance
• Supplementary benefit plans for hospital indemnity, critical illness, and accident insurance
• Safe Harbor 401k program
• Opportunities for professional development and career growth within a leading multi-disciplinary practice
• A collaborative and supportive work environment dedicated to excellence in patient care and service

The Facilities Coordinator & Maintenance Technician is a dynamic role that combines technical expertise in facilities maintenance with exceptional communication skills, ensuring that all tenants’ needs are met promptly and effectively. By handling both the operational aspects of facilities management and additional duties such as errands and tenant communication, this position is crucial in maintaining the smooth and efficient operation of all facilities managed by Rhino Administrative Service, LLC.

All duties and responsibilities stated are essential job functions. Staff members may be required to perform additional job-related duties as assigned by management.

 It is the policy of Rhino Administrative Services, LLC, to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.