Facilities Coordinator

Position Summary

The Facilities Coordinator is responsible for administrative operations of the department of facilities, exercising independent judgment, executing tasks to ensure optimal daily operational function, independently investigating, communicating, and resolving operational issues, creating and executing operational procedures, anticipating needs, and demonstrating initiative in assisting the Director of Facilities with clerical, project management, and other administrative responsibilities. The Facilities Coordinator will be a self‑starter and will use reason, knowledge, and wisdom in prioritizing and performing multiple tasks.

• Create and execute facilities operating procedures and serve as liaison with staff and residents regarding issues related to facilities operations.
• Serve as an integral part of the Facilities team with recordkeeping.
• Ensure that work orders are kept up to date and documented properly in Yardi.
• Assist with inventory of department supplies.
• Assist Facilities Director with documentation related to all activities of the department.
• Transitioning Apartments: empty apartments, support process of renovation work, ensure that apartment is in move‑in condition.
• Move‑in process: facilitate a move‑in visit or appointment and work with Property Management team to schedule move‑in date, support resident day of move‑in, coordinate work requests for residents.
• Invoices: coordinate the coding of invoices on a weekly basis and create purchase orders with regard to inventory, assignments, and account tracing.
• Inspections: coordinate and document annual apartment inspections, assist with preparation for NSPIRE inspections, organize and manage mandatory outside inspections, maintain all licenses, permits, and PM inspections in accordance with Federal, state, and local requirements.
• Coordinate project schedules and communication with team.
• Perform minor repairs as directed such as installing sheet rock, painting, plumbing, and electrical tasks.
• Facilitate coordination between Jack Satter House team and outside vendors, contractors, and consultants, as appropriate.
• Exercise independent judgment to ensure optimal daily operational function.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Maintain proper department coverage; be available for on‑call coverage during emergencies, snow or other weather events.
• Coordinate and schedule facilities training, including in‑service education.
• Handle special projects and research as requested.
• Develop and maintain positive relationships and communication with department, Satter, and HSL’s staff.
• Perform wellness checks on residents when appropriate.
• Perform other related duties as required or directed.

• Commit to the organization’s core values of respect, dignity, and empowerment.
• Able to form trusting relationships with residents, families, and team members.
• Work collaboratively with colleagues, both within and outside the HSL continuum.
• Listen attentively; speak respectfully; promote an “emotional” connection.
• Have a “can‑do” service mentality.
• Ability to work well with older adults.
• Accept responsibility for all tasks assigned.

• Associate’s Degree or equivalent amount of commensurate experience.
• Five years of administrative and project management experience a plus.
• Computer proficiency (e.g., Yardi, Workday, MS Office).
• Exceptional organization, customer service, teamwork, communication and interpersonal skills are required.
• Ability to manage multiple tasks simultaneously, handle difficult situations, and demonstrate flexibility.
• Ability to promote good relations in‑house and with outside vendors is required.
• Demonstrate flexibility, adjusting behavior, style, or schedule as circumstances change.
• Understanding of local, state, federal codes.
• Ability to read and understand construction documents and drawings (preferred).
• Familiarity with HUD, Mass Housing Inspections (specifically NSPIRE) is preferred.

$56,752.00 - $85,128.00

Mid‑Senior level

Full‑time

Management and Manufacturing

Hospitals and Health Care