Facilities Operations Coordinator - Our Lady's Inn : Job Details

Job Type Part-timeDescriptionThe part-time Facilities Operations Coordinator is essential in fulfilling our mission by making sure that the Agency's health and safety standards are met, arranging for all scheduled inspections, and helping to coordinate the maintenance of Our Lady's Inn facilities and grounds. The Facilities Operations Coordinator reports to and works closely with the COO in all aspects of facility needs. The Facilities Operations Coordinator is the point person for scheduling and maintaining records for facility service requests, monthly preventative maintenance, emergency drills, and accidents/incidents reported at the shelters. Must support our pro-life mission.

• Maintain positive working relationships by behaving and communicating in a manner that fosters healthy relationships with staff, vendors, clients, visitors, and the Board's Facilities Committee. This includes but is not limited to actions such as conflict resolution; courteous treatment of others; respect for others' property and self; and setting professional and appropriate boundaries with clients.
• Effectively manage time and create a schedule for projects and routine maintenance procedures.
• Respond to facility-related emergencies by quickly assessing the situation, advising appropriate management, and devising a plan of action for addressing the emergency; emergencies may require in-person response after hours and on weekends.
• Research vendors, schedule onsite visits, collect bids, and provide recommendations to the COO.
• Regularly provide updates to the COO including the status of projects, related costs, circumstances preventing the completion of projects, non-forecasted maintenance work, and related costs.
• Schedule all emergency drills for each location, develop, and record result reports.
• Schedule monthly maintenance inspections following the annual schedule per location.
• Record preventative maintenance and repairs for OLI's fleet of vehicles; ensure all registrations are renewed, insurance information is up to date, and first aid supplies are not expired.
• Schedule frequent walk-throughs of each facility to ensure safety and proper condition of lighting, general appearance, HVAC, appliances, stairs, sidewalks, and parking lot areas.
• Coordinate with Maintenance Technician to ensure all security, alarm, fire suppression/detection, and mechanical systems are functioning properly,
• Schedule security and fire systems inspections and coordinate approved vendor repairs.
• Schedule internal, semi-annual inspections of each maternity home.
• Manage Maintenance Ticketing System to ensure issues are addressed promptly.
• Develop weekly maintenance project lists from ticketing system requests and determine work fulfillment requirements: schedule with Maintenance Technician, volunteers, or schedule professional services vendor.
• Conduct and document scheduled internal, semi-annual inspections of each maternity home.
• Ensure all registrations are renewed, insurance information is up-to-date, and first aid supplies are not expired.
• Procure maintenance supplies following OLI's procurement policy
• May assist in moving furniture and mattresses to set up client rooms, assemble cribs and client-related items; and move/store other items as required.
• Maintain preferred vendor lists and facilities emergency contact list at each location.
• Process new vendor paperwork, check requests, and ensure invoices are accurate.
• Regularly check work performed by vendors has been completed satisfactorily.
• Participate in monthly Administrative and All Staff meetings at each house.
• Support CARF audit preparation activities as directed by the COO.

RequirementsEducation: Bachelor's degree in business administration, nonprofit management, or related field preferred.Experience: Minimum 5 years of experience in business administration, facilities, and/or operations management. Experience in social services or non-profit settings preferred. Skills and Abilities: Requisite knowledge includes business operating systems, compliance activities, and database management. Strong analytical, project management, and communication skills are required. Other: Must have a valid driver's license, and vehicle insurance and maintain a clean driving record.Physical Requirements: Ability to climb and descend stairs; ability to lift and carry up to 50 pounds. Must be able to twist, turn, bend, and stoop.