Facilities Operations Coordinator

Description

Job Title:Facilities Operations Coordinator I/II/IIIDepartment:Facilities OperationsReports To:Facilities Operations Assistant ManagerSupervises:NoneFLSA Status:Non-ExemptPay Grade:N3 (I), N4 (II), N5 (III)Job Type:Regular, Full-TimeAKBCU: NoICPA: No

General Functions:

The Facilities Operations Coordinator supports the Facilities Operations Assistant Manager in the wide-ranging duties related to daily operations, maintenance, and service of CITC buildings and properties. This position is responsible for tracking relevant work orders, providing emergent facilities response, and ensuring efficient facility operations through customer service, administrative support, and operational coordination. Working in partnership with our people, the Facilities Operations Coordinator develops opportunities that fulfill our endless potential by maintaining safe, functional, and welcoming environments for staff, participants, and community members.

The role requires professional interaction with the public, in-house programs, outside agencies, and other tribal or youth organizations while supporting payment processing, conference room scheduling, mail delivery, and access badge creation.

Duties and Responsibilities:

Facilities Operations Coordinator I

• Provide professional customer service to all CITC staff, participants, vendors, and key stakeholders through phone calls, email responses, and in-person interactions.
• Monitor, set up, and schedule RCC conference rooms while ensuring rooms are properly prepared for use and maintaining clean, well-supplied work spaces.
• Receive and book fleet vehicle reservations as requested while maintaining current communication information and operational procedures.
• Create, file, organize, and maintain files and folders in CITC's Facilities shared drive while preparing check requests, purchase requisitions, and expense reports.
• Complete daily delivery of external and internal mail to CITC departments and outside organizations as requested or assigned.
• Retrieve HR files from paper warehouse while maintaining strict confidentiality of CITC participants and staff following HIPAA and CFR 25 requirements.
• Submit IT Helpdesk and Facilities work tickets as needed while maintaining reception, breakroom, and common areas in neat and orderly fashion.
• Perform clerical functions including photocopying, document scanning, and other administrative support tasks as assigned.

Facilities Operations Coordinator II

• Perform all duties and responsibilities of Facilities Operations Coordinator I with an advanced level of proficiency.
• Promote programs to stakeholders and participants as an ambassador of Facilities Operations to proactively build relationships and assist with office moves and relocations.
• Create, review, and process invoices, payments, and credit card reconciliations in a timely manner while tracking warehouse inventories.
• Prepare letters, documents, and correspondence with internal and external partners while scheduling department meetings and coordinating calendars.
• Monitor facilities email addresses, respond appropriately, and notify security of issues requiring attention while executing emergency procedures.

Facilities Operations Coordinator III

• Perform all duties and responsibilities of Facilities Operations Coordinator I and II with an advanced level of proficiency.
• Perform quality assurance of existing contracts, ensuring services, payments, and goods are received on time and meet contract specifications.
• Maintain, modify, and update contract documentation while assisting in gathering quotes and estimates for new contracts and projects.
• Coordinate services with departments to ensure all affected parties are aware of scheduled services and identify discrepancies for management review.

Job Specifications:

• Excellent customer service skills with ability to work with people professionally and communicate with participants with calmness and compassion.
• Accurate filing skills for both electronic and hard copy documents with demonstrated strong computer proficiency in MS Office Suite.
• Demonstrated ability to understand and execute oral and written instructions while utilizing proper vocabulary, grammar, and spelling.
• Skilled in the use of office machines including printers, copiers, fax machines, postage meters, scales, and computers.
• Demonstrated ability to work in team environments and coordinate multiple activities simultaneously with attention to detail.
• Ability to maintain composure in stressful and fast-paced work environments while learning and applying program requirements.
• Strong organizational skills with ability to prioritize tasks and manage time effectively in multi-departmental support role.
• Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.

Minimum Qualifications:

• Continued employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.
• Valid Alaska…