Facilities Coordinator - Wingspan Care Group

JOB SUMMARY: Reporting to the Facilities Director, the Facilities Coordinator ensures that Agency buildings and grounds are safe and well-maintained. They are involved in the planning and executing of projects to enhance the efficiency, sustainability, and aesthetics of the facility.

Further, the Facilities Coordinator is responsible for a variety of tasks related to the maintenance, repair, and the improvement of a building and its equipment. This includes inspecting the facility regularly and reporting any issues or hazards, coordinating with vendors, contractors, and technicians to schedule and monitor repairs and installations, managing the inventory and procurement of supplies, materials, and equipment, as well as ensuring compliance with health, safety, and environmental regulations and standard. The Coordinator maintains a well-functioning facility and ensuring a suitable and efficient work environment for employees.

ESSENTIAL DUTIES:
 

1. Provide direct oversight of the Work Order Management System, including program response to maintenance requests, inspecting completed work orders, and all other corresponding aspects of work order procedures. Ensure requests for maintenance, including from employees and visitors, are responded to in a timely fashion.
2. Assist in training of maintenance professionals.
3. Delegate preventative maintenance tasks around the building between in-house and contracted staff.
4. Conduct preventative maintenance on building systems and furniture as needed. Contact third-party professionals to schedule, follow-up, on work orders or preventative maintenance that is scheduled.
5. Oversee vendor management and third-party contractors for various services (i.e., HVAC, plumbing, electricity).
6. Assist in organizing events, coordinating office moves, or any Agency renovations.
7. Oversee and assist in providing access cards, parking tags and keys for lost items and new hires. Ensure maintenance of parking tag records, access cards, keys and other property assignments.
8. Maintain and review reports records of paging service with correct employee phone numbers and email discrepancies.
9. Maintain detailed records and documentation of the facility's operations and expenses.
10. Oversee maintenance of monthly life safety records (i.e., fire extinguishers, monthly test of exit signs, emergency lights) and enter work orders for any deficiencies.
11. Ensure Agency preventive maintenance software is updated and work in conjunction with Facilities staff to make sure all necessary information is maintained in the system.
12. Assist Facilities Director in researching, making purchases, and keeping appropriate records.
13. Attend scheduled staff meetings, supervision, and on-going training.
14. Maintain current all required trainings, certifications and licensure in accordance with applicable licensing and accreditation regulations and standards.
15. Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment.  All agency documents should be handled in accordance with Agency guidelines on confidential material.
16. Maintain high standards of ethical and professional conduct and adhere to Agency policies and procedures.
17. Other duties as assigned by management.

QUALIFICATIONS:

1. Education:    Bachelor’s Degree preferred. An Associate’s Degree required.
2. Licensure:     Certifications in Facility Management preferred.
3. Skills/Competencies:               

• Core Expertise: Possess skill, knowledge and abilities to perform the essential duties of their role; keeps knowledge up to date.
• Independent Judgment: Demonstrate ability to perform job responsibilities with a high degree of initiative and independent judgment.
• Cultural Competency: Demonstrate awareness, sensitivity and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
• Interpersonal Communication: Communicate clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
• Professional & Ethical Conduct: Adhere to professional values such as honesty, personal responsibility, and accountability; Applies ethical concepts within scope of work and adheres to Agency policies and procedures.
• Collaboration and Teamwork: Function effectively as a member of a professional team that includes employees, clients and family members.
• Problem Solving & Decision Making: Recognize problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.
• Technical Proficiency: Demonstrate competence in utilizing Agency computer systems and software as required to perform essential job functions

Experience:     A minimum of 7 years of Facility management/maintenance experience required.


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Wingspan Care Group (“Wingspanâ€) is the not-for-profit parent company of Applewood Centers, Inc., Bellefaire Jewish Children’s Bureau, Bluestone Child & Adolescent Psychiatric Hospital, and Lifeworks. The mission of Wingspan is to provide organizational efficiencies at the operational, administrative, and fiscal levels for its subsidiary agencies so that they may focus on their respective missions. Wingspan is an Equal Opportunity Employer. Wingspan’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. Wingspan also prohibits harassment of applicants or employees based on any of these protected categories.

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