Facilities Specialist, Easterseals Hawaii

The Easterseals Hawaii Facilities Specialist is responsible for managing multiple Family of Companies (FoC) field offices within the Area. This role encompasses a broad range of operational responsibilities including facilities operations, office supply and clinical materials procurement and management, physical building and janitorial oversight, and Health and Safety Program training and Compliance. This position reports to the Easterseals Hawaii Facilities Manager, with oversight & support of the Kauai, Maui, and Hawaii Island offices.

• Oversee day to day office and facilities functions across region specific FoC locations, partnering with Program Managers, who manage clinical personnel.
• Support and maintain all general building maintenance including overseeing janitorial services, building upkeep, working with landlords for landscaping where appropriate and equipment repair including HVAC, elevators, lighting, restrooms, and kitchen areas for our Easterseals Hawaii locations.
• Develop and maintain productive working relationships with Vendors and Property Managers.
• Serve as point of contact to Property Management and as liaison for projects, necessary repairs and/or building issues. A liaison between subleased tenants and building managers where applicable.
• Support Easterseals Hawaii facility repair and maintenance requests and other related projects.
• Support and manage established and approved systems for inventorying, ordering and daily use management of office supplies and program toys/materials within monthly budget guidelines.
• Support and practice workplace Health and Safety programs including facilitating all scheduled emergency evacuation and tabletop drills in connection with the Health and Safety Manager.
• Train staff to ensure all employees and clients follow all FoC facility policies and procedures. Escalate any concerns to ESH Facilities Manager.
• Ensure that authorized staff are trained on building alarm systems (as appropriate).
• Assist the Health and Safety Manager with inspections and maintenance of all first aid, extinguisher, AED, safety officer and PPE kits. Update the office Health and Safety binder as needed to maintain compliance.
• Perform monthly equipment and building safety audits with follow up to actionable items. Report audits as required to ESH Facilities Manager and on the team intranet space for review and actions steps for review or correction.
• Ensure fire extinguishers, roofs and elevators have updated inspections that are posted as required.
• Aid in Design and implement relevant and practical safety programs that align and comply with FoC vision, goals, and OSHA/CARF standards.
• Sublease tenant support including administrative functions, tenant communication, vendor work, scheduling, furniture and supplies, and repair and maintenance needs.
• Assists and maintains alarm assignments and badge hour adjustments.
• Support and execute office moves, expansions or remodels as needed.
• Support the selection, acquisition and installation of furniture and non-IT equipment for staff use, with due consideration of ergonomic best practice. Provide recommendations on improved work spaces, working with Programs.
• Relocate or dispose of designated office and clinical equipment and furniture as needed.
• Collaborate with People and Performance and ESH Facilities Manager to complete necessary documentation (OSHA reports, etc.) within required time frames.
• Interface with IT department as necessary for hardware and security issues.
• Obtain and submit bids and quotes for necessary repairs and facility modifications.
• Source and purchase necessary supplies, furniture, and equipment within budget to maintain a safe and cohesive appearance of all building spaces.
• Participate in annual budgeting sessions for the Facilities cost centers and ensure that Facilities budgets are being maintained in good standing.
• Enforce FoC policies and procedures to ensure compliance with the local, state, and federal regulatory agency rules.
• Supervise renovations, office relocations, and staff workspace moves.
• Lead and direct the work of others, including outside vendors, contractors, and tradespeople.
• Collaborate with other departments to identify program needs and maximize program potential through coordinated service delivery.
• May support/provide coverage to office staff at other FoC locations as needed.
• Must attend staff meetings, trainings, and other meetings as requested.
• Completes additional job duties and projects as assigned by Supervisor/Management.
• Support on-boarding/offboarding for P&P.

Minimum Education, Experience & Training Equivalent to:

• 3+ years office management experience required.
• Experience handling complex office situations – including but not limited to safety issues, repair and maintenance, office operations, etc.
• Strong knowledge of OSHA and other safety standards.

• Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse…