Facilities Coordinator - YWCA Metropolitan Chicago

POSITION TITLE: Facilities Coordinator STATUS: Exempt, FT GRADE: 3

DEPARTMENT/PROGRAM: Facilities SALARY: $50-$54K/yr

REPORTS TO: Senior Manager of Facilities SUPERVISES: N/A

SUMMARY: The Facilities Coordinator manages a portfolio of locations assigned to them. They are in charge of the maintenance and upkeep of the building. They oversee all activities inside the building, making sure that health and safety standards are met, offering an engaged environment for team members and clients. These duties include vendor management, maintenance and repairs, project management, invoicing, budget development and monitoring, performing weekly site visits, and ensuring operational elements concerning utilities, cleaning, security, fixed assets, supplies and billing are seamlessly executed in the field.

COLLABORATES WITH: Collaborates with the Senior Manager of Facilities, other Facilities Managers and Coordinators, Property Management, Community Partners (e.g., donors, volunteers, vendors), and other YWCA staff members.

ESSENTIAL RESPONSIBILITIES:

Maintain office efficiency: Plan and implement office systems, layout and equipment procurement. Maintain and replenish office supply inventory. Oversee and proactively manage office equipment, coordinate and carry out any required repairs and scheduled upgrades as required. Coordinate office moves. Assist with office buildouts and close downs. Maintain and manage staff hoteling protocols. Follows and implements procedural guidelines related to life safety, facility cleanliness, and on-going preventative maintenance of HVAC, boilers, and other mechanical systems. Manage facility security systems. Monitor building expense requisitions and ensure vendor performance. Approve invoices.

Maintain office records: Design filing systems that are maintained and up to date including Standard Operating Procedures for each location. Implement procedures for record retention both short-term and long-term, as well as document destruction. Maintain Operations Manual as a constant work in progress and recommend any system changes to the Senior Manager of Facilities.

Facility Coordinator Duties:

• Supervise, lead, and support operations, inspect and maintain processes to mechanical, electrical and other equipment and systems in assigned facilities.
• Perform weekly inspections and schedule needed repairs outside basic fixes to assigned property interiors and exterior areas. Including walls, flooring, installed fixtures, lighting, etc.
• Ensure work performed is accomplished efficiently with a minimum amount of disruption and inconvenience to daily operations.
• Supervise and implement the preventative maintenance program, schedule preventative maintenance with a minimum disruption of daily operations. Perform and/ or schedule preventative maintenance tasks when needed.
• Order supplies, parts, and equipment for day-to-day operations and repairs while ensuring adequate supply and maintaining availability in accordance with approved yearly budgets.
• Assemble, maintain, install, or schedule install of new equipment for facilities.
• Provide training and supervision of field personnel on safety and building operations.
• Schedule ongoing safety drills, tornado and fire in coordination with onsite teams. Demonstrate the proper use and care of tools, instruments, and all other items assigned to the Facilities Department.
• Give hands on instruction in basic maintenance, safety, and trouble-shooting procedures.
• Comply with department policy for the safe storage, usage, and disposal of hazardous materials.
• Maintain clean and safe working environments of all assigned buildings and vehicles. For vehicles ensure the have had all safety checks and licenses required.
• Recommendations and estimate repairs and improvements for inclusion of the annual budget. Monitor and maintain site facilities budgets throughout the fiscal year and adjust where necessary along with Senior Manager of Facilities.
• Prepare and submit purchase order requests and submit invoices of completed services or receipt of goods for final approval and payment.
• Local travel is up to 90% of the time going from site to site.

OTHER DUTIES AS ASSIGNED: Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task or other assignments.

QUALIFICATIONS: Minimum 1 year of facility management experience required. Commercial real estate experience preferred. Work experience in facilities management, property management, project management or general real estate. Strong customer service focus and ability to work with all levels of internal management, staff, participants, and vendors. The position requires: attention to detail; project coordination experience; excellent interpersonal, analytical and problem-solving skills; and excellent verbal and written communications skills. Knowledge of basic accounting procedures; effective oral and written communication skills. Thorough knowledge of Office 365 and other related databases for facility management. Personal vehicle (valid driver’s license and insurance) is required to travel between sites. Employee must occasionally lift and or move items up to 60

KEY COMPENTANCIES:

• Customer Service - Responds promptly to customer needs; responds to requests for service and assistance.
• Oral and Written Communication – Writes clearly and informatively. Presents numerical data effectively. Communicates in a collaborative fashion that facilities strong working relationships with field personnel.
• Judgement – Includes appropriate people in decision-making process; makes timely decisions.
• Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; organizes schedules for other people and their tasks in accordance with acceptable standards and practices. Plans and completes projects in a timely manner.
• Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position.
• Adaptability – Adapts to changes in the work environment; communicates changes effectively. Able to handle frequent change, delays or unexpected events.

OTHER REQUIREMENTS: N/A

WORK ENVIRONMENT: The essential functions of the position require the operation of computers and other office equipment and movement between offices. The noise level is usually moderate. Movement requirements include walking, stooping or kneeling. There may be a need to reach or to lift objects, such as packages or supplies. Communication needs include seeing, hearing and speaking. There will be periods of sitting, holding a telephone and using computers. Travel to other locations within the city, or to other regions of Illinois, may be required. Reasonable accommodation will be made for an incumbent to meet the essential responsibilities of the position.

WORK SCHEDULE: Monday – Friday, 9:00 am – 5:00 pm. This position may require a response to work after business hours and on weekends. Schedule can vary depending on the needs of the agency.