Facilities Management Coordinator

The Facilities Coordinator supports the VP of Facilities and serves as the primary point of contact for all internal and external inquiries related to facility operations. This role provides administrative, operational, and logistical support to ensure smooth functioning of the Facilities Department, including work order management, vendor coordination, compliance tracking, and documentation.

ESSENTIAL DUTIES & RESPONSIBILITIES

* Provides clerical/management support duties including: filing, copying, faxing, answering phones, processing bills, invoices, credit card receipts and POs, assist with monitoring management tasks, such as generating reports and completing correspondence.

* Assists VP of Facilities with preparing departmental policies, procedures and financial analyses.

* Monitors project documentation to ensure financial protection, including progress payments and general insurance.

* Provides support to maintenance staff, project managers, Field Inspector and APD of Fleet & Interior Assets utilizing the work order system.

* Prepares and processes purchase order for appliances, keeping records of purchases and vendor information.

* Coordinates, assigns, tracks and logs all calls, emails and records for sites that require internal facilities workman or outside vendors.

* Provides documentation and tracks paperwork for Housing Department for HUD, IDHA, CARF, CHA, DCFS, State Fire Marshall and any other outside agency that requires inspection information.

* Reviews, maintains and tracks renewals and expiration dates on any contracts for HVAC, plumbing, pest control, fire extinguisher, snow removal, landscaping, elevator, scavenger, fire sprinkler / pump systems, and alarms.

* Assists Risk Management to ensure safety issues are addressed and maintained at owned and leased sites. Provides twice a year Fire and Safety Forms.

* Maintains and tracks vendors required documentation (COI, business licenses etc)

* Assists and oversees Bed Bug protocol. Set up appointments for all sites and coordinates with staff any issues related to bed bugs.

* Schedules and tracks progress on Preventive Maintenance program.

* Other duties as assigned.

EXPERIENCE:

* Two (2) to three (3) years of experience working in facilities; project management experience preferred.

* Knowledge of contracts and specifications. Good negotiation and contracting skills.

WHAT SETS US APART:

* Competitive pay - $25.00 - 27.40 hour / $52,000. annually

* Subject to increase based on education and experience

* Generous PTO (9 federal holidays, 8 days of sick leave, 15-22 days personal and vacation)

* Dental insurance, vision insurance, 4 medical insurance plans

* 403(b) retirement plan with 3% employer match

* Robust employee assistance program (EAP)

* Mileage reimbursement

* Public service loan forgiveness

* Supervision for clinical licensure at no cost (LSW, LCSW, LPC, LCPC)

Thresholds is a mission-driven agency with a deep commitment to fostering an environment where all feel valued and respected, a place where every employee can be themselves, thrive, and support the agency's mission.  to learn more.

One of the oldest and largest community mental health organizations in Illinois, we pride ourselves in being a Chicago Tribune Top Workplace and one of Chicago's 101 Best & Brightest Companies to Work For, several years in a row.