Z TEMP - Facilities Coordinator, Construction and Projects

• Work Schedule:
  
  Monday through Friday; 8:00 a.m. to 5:00 p.m.
• Expected Assignment Duration: up to six (6) months

Work type:
Temporary

Location:

505 City Parkway West

• Department:
  Facilities
• Work Arrangement:
  Full Office
• Work Schedule:
  
  Monday through Friday; 8:00 a.m. to 5:00 p.m.
• Expected Assignment Duration: up to six (6) months

• 55% - Facilities Program Coordination and Support
  • Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
  • Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
  • Coordinates and ensures the completion of all facilities related activities as assigned and assists with EH&S related activities as needed.
  • Coordinates with furniture vendors, Facilities and IT team members to assist with company-wide additions, moves and changes.
  • Works with furniture vendors and assists with the coordination of installations and deliveries.
  • Oversees asset tagging and asset disposal protocols for all furniture.
  • Monitors vendors and suppliers, ensuring compliance with scopes of work and contract terms.
  • Maintains vendor contact information current for all Facilities contracted service vendors and manages furniture warranties.
  • Supports meeting management by monitoring and scheduling calendars, allocating sufficient time for room setups and delivery of necessary equipment.
  • Coordinates bi-monthly staff meetings and agendas.
  • Orders office and building supplies for the Facilities department.
  • Supports the Program Manager with processing construction invoices for payment.
  • Assists Facilities with processing accounts payable, generating requisitions, generating and following up on work orders, preparing scopes of work and planning space utilization.
  • Monitors Cal Optima Health's off-site equipment, furniture and document storage, including ensuring document inventories are always kept current.
  • Responds to internal 911 calls and coordinates appropriate responses to emergencies.
  • Assists with emergency preparedness protocols, staff training and manual updates.
  • Supports with annual policy reviews and updates for both Facilities and EH&S departments.
  • Tracks and ensures timely payments for post office boxes.
  • Tracks postage meter balances and ensures postage is reloaded in a timely manner to avoid mailroom disruption.
  • Assists with the mass notification systems and coordinates regular meetings with the appropriate departments.
  • Maintains lost and found procedures.
• 40% - Project Support
  • Assists the Program Manager by managing project documentation workflow including requests for information (RFIs), submittals, architectural drawings and change orders.
  • Coordinates recurring project meetings, drafts agendas, records detailed meeting minutes, and tracks action items to ensure project timelines are met.
  • Assists in processing general contractor and vendor pay applications, tracking lien waivers, reviewing invoices and tracking material and equipment deliveries.
  • Coordinates necessary city permits, licenses and vendor insurance certificates.
• 5% - Other
  • Completes other projects and duties as assigned.

• High school diploma or equivalent PLUS 2 years of administrative support experience in facilities management or property management required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.
• 1 year of professional experience in commercial construction administration and project coordination required. Experience with construction management software such as Procore (or equivalent) and Bluebeam required.

• Bachelor's degree in business administration, finance, construction management or related field.
• International Facility Management Association (IFMA) Certified Facility Manager (CFM) or Facilities Management Professional (FMP) designation.
• Real Property Administrator (RPA) or Certified Property Manager (CPM) designation.
• Experience working in a public sector environment.

• Develop rapport and establish and maintain effective working relationships with Cal Optima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
• Work independently and exercise sound judgment.
• Communicate clearly and concisely, both orally and in writing.
• Work a flexible schedule; available to participate in evening and weekend events.
• Organize, be analytical, problem-solve and possess project management skills.
• Work in a fast-paced environment and in an efficient manner.
• Manage multiple projects and identify opportunities for internal and external collaboration.
• Motivate and lead multi-program teams and external committees/coalitions.
• Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific…