Facility Services Coordinator

Facility Services Coordinator

The primary responsibilities of the Facility Services Coordinator are to provide administrative, clerical and project support to the Facilities Services Department under the supervision of the Director of Facility Services.

What You'll Do:

• Ensure daily contact with the maintenance staff to gather information on work orders and ensure complete and accurate data entry into facilities electronic system. Enter and maintain data related to the upgrade, repair and maintenance of all Monarch properties into the electronic work order/maintenance management system. Track progress, enter hours completed and close out work orders for maintenance staff. Create new work orders for additional work completed.
• Match receipts and work orders and work with HUD billing process. Ensure timely and accurate submission to finance for billing purposes.
• Assist in the development and implementation of approved contractor lists for external projects. Follow up with contractors for all quotes for timely replies. Communicate/coordinate with contractors, vendors, city/town building officials, internal maintenance staff and other Monarch staff.
• Assist with the scheduling, coordinating and documenting of all required inspections for all Monarch properties.
• Review deficiencies reports from DHHS to ensure tickets have been created in the electronic system. Follow up with contractors for all quotes for timely replies.
• Update and maintain files, plans, forms and database information associated with the construction, renovation, general maintenance and preventative maintenance of Monarch sites.
• Prepare proofs and edit documents, correspondence, spreadsheets and reports as directed ensuring accuracy and meeting all established deadlines.
• Answer and direct phone calls, take messages, and field/answer all routine and non-routine questions.
• Prepare, coordinate and organize meetings as required to include room reservations, notification to members, and distribution of meeting materials and minutes.
• Manage the key control system which includes maintaining the key log system and key cabinet.
• Assist the Director of Facilities and the Construction Manager with special projects and in all matters as assigned.
• Deliver a high level of customer service for employees in a professional and timely manner; strict adherence to maintaining confidentiality.
• Attend and actively participate in meetings and training as required. Maintain certification in all agency, state and federal training requirements.
• Demonstrate knowledge of and comply with all agency policies and procedures, as well as state and federal statutes and regulations related to specific program areas.
• Demonstrate knowledge of emergency procedures and assist in crisis situations.
• Complete all other relevant responsibilities as assigned by the supervisor.
• Travel and driving may be required. May occasionally be required to utilize personal vehicle for agency business.

Benefits:

We offer a competitive and flexible total rewards package designed to support the diverse needs of our team members. In addition to base compensation, eligible employees have access to a range of customizable benefits and perks, which may include comprehensive health coverage, retirement plans, professional development support, and more. Specific offerings are tailored to the role, employment type, and location. We look forward to discussing the details of your personalized compensation and benefits package—and what matters most to you—during the interview process.

Maintenance