Property Services Coordinator

Position Function:

Responsible for coordinating the day-to-day operations of agency properties, fleet activities, maintenance requests, vendor services, safety inspections, and compliance documentation. This position assists the Property Services Manager in ensuring all agency offices and vehicles meet safety, legal, regulatory, and accreditation standards while providing a safe and supportive environment for staff and clients. The Coordinator serves as the primary point of contact for property-related service requests, tracks maintenance activities, maintains property and fleet records, and coordinates vendor services.

This position requires frequent travel throughout the agency's service area and a significant field presence to support operations at the administrative office, ten (10) satellite offices, warehouse, agency rental home, and Region 3E/3W office locations as assigned. (Northeast 3E Region to include Collin, Grayson, Fannin, Hunt, Rockwall, Ellis, Kaufman and Navarro Counties. Southwest 3W Region to include Tarrant, Johnson, Erath, Somervell, Hood, Parker, Palo Pinto, Denton, Cooke, and Wise Counties).

Standard office working conditions with occasional exposure to the normal hazards of building maintenance. This position requires extensive and routine travel to the administrative office, ten (10) satellite offices, warehouse, agency rental home, and Region 3E office locations to perform inspections, coordinate maintenance, support projects, and respond to operational needs. The work schedule may vary based on operational demands and emergency situations and may require availability outside normal business hours, including weekends and holidays.

Work schedules may vary based on operational demands and emergency situations and may require availability outside normal business hours, including early mornings, evenings, weekends, and holidays.

Maintain confidentiality & follow policies related to personnel records, client records, financial, operational, insurance and procurement information and records.

• Maintain a consistent field presence by routinely visiting the administrative office, ten (10) satellite offices, warehouse, agency rental home, and Region 3E or 3W office locations to identify, coordinate, and resolve property-related issues.
• Respond promptly to facility emergencies and urgent operational needs, including those occurring before or after normal business hours, on weekends, or on holidays, as directed by the Property Services Manager.
• Coordinate emergency repairs and communicate with vendors, landlords, leadership, and staff to minimize operational disruptions.
• Manage day-to-day operations and maintenance of the administration building, 10 satellite offices, warehouse and rental home.
• Maintain documentation on all buildings specifying preventative maintenance plans and routine maintenance plans.
• Assist in the development and implementation of property management policies and procedures that align with the agency’s mission and best practices.
• Oversee lease agreements, renewals, negotiations, and landlord relationships.
• Monitor property budgets, operating costs, and implement cost-saving measures.
• Coordinate office space planning, relocations, and renovations.
• Manage vendor and contractor relationships (janitorial, security, maintenance, landscaping, etc.), negotiate contracts, and oversee performance of maintenance and security services.
• Conduct routine property inspections to ensure offices are clean, well-maintained, safe and compliant with organizational, regulatory and accreditation standards.
• Gather all required documentation needed for any insurance claims.
• Ensure all grounds, irrigation and landscaping work is appropriately completed through contracted services.

• Coordinate and support the agency's safety program by assisting the Property Services Manager in ensuring compliance with agency policies, government regulations, and accreditation standards.
• Assist in developing and maintaining the agency Disaster and Emergency Response Plan including…