Operations Coordinator - Facilities

Operations Coordinator - Facilities

Classification:
Full-Time, Non-Exempt, Hourly Supervisor

Salary Range:
Code: 1260, PS 01-04, (22.75 - 23.79 – 24.86 – 26.33)

Hours and Work Weeks: 40/week, 52 Weeks/year

Supervisor:
Operations Supervisor

Positions Supervised:
Agency Custodians

Mission Statement:

EightCAP, Inc., improves our community by collaborating with private, government, and community organizations to deliver programs that alleviate the causes of poverty and its effects, allowing individuals to become self-sufficient.

Role Overview:

The Operations Coordinator supports the safe, dependable, and efficient operation of EightCAP's facilities, grounds, equipment, and vehicle fleet. Working under the direction of the Operations Supervisor, this position coordinates maintenance requests, preventive maintenance, inspections, contractor services, fleet activities, and operational records across agency locations. The Operations Coordinator may perform routine repairs and maintenance and serve as a responsive resource for employees, building representatives, contractors, and vendors.

Key Responsibilities:

• Develop and maintain preventive maintenance schedules for agency facilities, building systems, equipment, and vehicles in coordination with the Operations Supervisor.
• Coordinate scheduled preventive and routine maintenance across organization facilities, vehicle fleet, safety equipment, etc., monitor completion, maintain supporting documentation, and follow up on overdue or unresolved items.
• Manage the Operations Department's maintenance ticket system for facility and vehicle maintenance requests from initial submission through resolution by researching information, coordinating internal and external partners, communication updates, documenting work performed and closing of requests.
• Coordinate vendor and contractor services, including scheduling access, communicating the scope of requested work, monitoring completion, and maintaining related service records.
• Maintain complete and accurate records for agency facilities, vehicles, equipment, maintenance activities, inspections, warranties, contracts, and vendor services.
• Manage invoice processing for the Operations Department by verifying that services or products were received, obtaining required approvals, assigning appropriate supporting documentation, and submitting invoices for timely payment.
• Maintain Operations Department contracts and service agreements, monitor renewal and expiration dates, and coordinate required updates or procurement activities.
• Complete procurement documentation for facility, fleet, equipment, supply, and contracted-service purchases in accordance with agency policies, funding requirements, and applicable program regulations.
• Supervise custodial employees assigned to agency locations, including establishing work expectations, coordinating schedules and coverage, monitoring performance, and ensuring facilities are maintained according to agency standards.
• Conduct routine facility inspections and work with custodial staff, internal maintenance personnel, building representatives, and vendors to address cleanliness, maintenance, and safety concerns.
• Order, track, and distribute custodial, maintenance, and facility supplies while monitoring expenditures and ensuring purchases comply with agency policies, approved budgets, and applicable program requirements.
• Maintain appropriate supply levels across agency facilities while identifying opportunities to control costs and reduce unnecessary or duplicative purchases.
• Assist the Operations Supervisor in identifying facility, fleet, equipment, and operational needs and developing practical, cost-effective solutions.
• Collaborate with other departments to support building security, key and…