Facilities Coordinator

Pay Range: $24.00 - $26.00 /hour

JOB CULTURE

The Masonic Homes of California are committed to a culture of Leadership.  Our culture is to provide superior service to members, residents and staff through a sound and progressive model of service and care which aligns our mission, vision and operations.  We demonstrate excellence in core services and place value on high quality job performance, professional development, effective time management, budget management, workplace safety and resident/employee satisfaction.  We are dedicated to disciplined innovation and continuous quality improvement – we are a learning company.  We are committed to sharing our knowledge and being an organization that attracts the best and brightest talent.  We are team-oriented, caring and honest.

JOB SUMMARY

Under minimum supervision of the Director of Facility Services, the Facilities Coordinator performs a wide variety of administrative and accounting tasks.

ESSENTIAL FUNCTIONS

• Respond to customer inquiries and concerns. Ensure timely and quality service delivery to customers. Follows-up with customers to ensure customer satisfaction.
• Build and assign work orders to multiple technicians, subcontractors and vendors and communicates with technicians to assist management in resolving problems.
• Provide reports on open and closed work orders and check status with the appropriate technician or vendor.
• Maintain files on work orders, proposals, and department files, contracts, regulatory, and all other Facilities records. Build vendor files and check accuracy on completed paperwork submitted by vendors.
• Trains vendors on work order and billing procedures. Processes invoices and endures accurate cost center coding.
• Serve as member, secretary, and coordinator of the Safety Committee.
• Orders supplies and materials for Maintenance and EVS.
• Assists with the inspections on the facility campus.
• Uses pc and work order system, email, ESS, and training.
• Assist with process and procedure training.
• Issues POs to vendors, and primary support in working with 3rd party service vendors.
• Manage all Department Financials: Capital and Ops budgets.
• Produce weekly reports, quarterly Board Reports.
• Coordinate Department Events.
• Oversee the UC Facilities Programs: Parking Compliance, Safety Committee & Compliance, Emergency Response, Vehicle Maintenance, Regulatory Compliance, Staff Training, Vendor Vetting & Programs as assigned.
• Support overseeing minor projects.
• Receives written and verbal information/instruction and routes them to the appropriate staff.
• Follows schedules and verbal instructions from the Director of Facility Services, Assistant Director of Facilities, F.S. Supervisor, and EVS Supervisor, performing tasks in accordance with established policies and procedures.
• Composes/types letters, general office correspondence, regulatory correspondence, reports, memorandums, purchase requisitions/releases, Signage posting, Purchase Orders, Change Orders, Work Orders, Assures accuracy of format, grammar, and content of typed materials.
• Maintains department procedures and manuals to ensure proper carry through by all department employees.
• Monitoring account lines and departmental budgets. Distributes petty cash.
• Answers Facility Services Hotline calls, enters work orders in work order system and delegates assignments to Maintenance staff.
• Monitors and designates best practices for the work order system ( Worxhub)
• Keeps vehicle maintenance logs and vehicle inspections.
• Monitors, maintains, and updates computerized records and files to include Facilities Special Projects and Board Projects.
• Assists in planning and coordinating with service providers for all present and future communication needs for the facility.
• Arranges appointments and meetings between service providers, contractors, local and state government agency representatives, etc., and the Director. Or assignee.
• Prepares/organizes/maintains library/files for government regulatory agencies, publications and directives.
• Receives, screens, and assists visitors, and as appropriate, arranges appointments or refers visitors to appropriate staff.
• Coordinates Power Chair Clinics with service provider and assists in keeping record of resident’s power chairs.
• Assigns resident parking tags and keeps records of resident parking spaces.
• Monitors all parking violations and keeps records of parking tickets.
• Attendance to mandatory department meetings and in-service education.
• Works independently and with a team on special and non-recurring and ongoing projects.
• Receives written and verbal information/instruction and routes them to the appropriate staff.
• Maintains a good working relationship with co-workers
• Regular attendance.
• Other duties as assigned.

Marginal Functions

• Records on calendar all appointments and meetings, indicating purpose, length of time required.

Requirements

SKILLS, ABILITIES AND EXPERIENCE

• To perform this job proficiently, one should be able to perform each critical duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the job functions.
• Extensive Excel Skills.
• A highly organized individual to support the Facilities Director and Managers.
• Must be a multi-task, service and project-oriented individual.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding with the ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to efficiently present information to an internal department and/or large groups of employees.
• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
• Represent the Facilities Organization in Focus Groups and committees.
• High level of organized and communication skills.   
• Must have at least three years administrative assistant experience in coordinating and/or managing Building Maintenance operations and procedures. 
• Must have good oral and written communications skills. 
• Ability to type accurately, at least 55 wpm.
• Excellent knowledge of current office procedures and practices. 
• Requires responsible secretarial experience.
• Must have the ability to interface with the public. 
• Must have excellent knowledge of microcomputer application programs and data entry.

Benefits

At Masonic Homes, we are looking for team members who would like to combine their passion for helping people, good communication skills, decision-making skills, and great ethical standards with the opportunities to advance your career.

In return for your skills, you will be offered:

• A work environment focused on teamwork and support
• Excellent health, wage replacement and other benefits for you and your family’s well-being
• A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan
• Investment in your growth through Tuition Reimbursement