Facilities Coordinator

Facilities Coordinator Cal Optima Join Us in this Amazing Opportunity The Team You'll Join

We are a mission driven community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person. If you are ready to advance your career while making a difference, we encourage you to review and apply today and help us build healthier communities for all.

We are hoping you will join us as a Facilities Coordinator and help shape the future of healthcare where you'll be an integral part of our Facilities team, helping to strive for excellence while we serve our member health with dignity, respecting the value and needs of each of our members through collaboration with our providers, community partners and local stakeholders.

This position has been approved to be Full Office.

• If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum.

The Facilities Coordinator will be responsible for providing coordination and administrative support to the Facilities, Construction and Environmental Health & Safety (EH&S) departments with day-to-day facilities operations and construction project coordination. You will coordinate activities, work with furniture vendors, handle office supplies and support emergency plans. You will also serve as a liaison between employees, management and external vendors/contractors for various projects and administrative tasks.

Together, we are building a stronger, more equitable health system.

• 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, prepares and distributes clear agendas, actional takeaways and follow-up items.
• Orders office and building supplies for the Facilities department.
• Supports the Director and 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 Director and 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 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…