Operations Support Coordinator - Facilities

Position Summary

The Operations Support Coordinator – Facilities serves as Hope Services' primary liaison between Hope Services and the outsourced facilities management provider (NeXgen). The role coordinates day‑to‑day facilities activities, manages the Noda‑Fi work order system, maintains facilities‑related records, monitors vendor performance, and ensures service levels are achieved across all Hope Services locations. The position focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively.

• Vendor Coordination:
  • Serve as the primary point of contact between Hope Services and NeXgen.
  • Ensure work orders are assigned appropriately.
  • Monitor vendor response and completion times.
  • Coordinate site access for vendors.
  • Escalate unresolved or critical issues to the CFO.
  • Conduct regular service review meetings with NeXgen.
• Noda‑Fi Facilities Management System:
  • Administer the Noda‑Fi Facilities Management System.
  • Review work order status daily.
  • Monitor SLA compliance.
    
    Verify work order completion.
  • Generate weekly and monthly management reports.
  • Track recurring maintenance trends.
• Facilities Records Management:
  • Maintain a centralized repository for all facility records including leases, certificates of occupancy, building permits, site and floor plans, fire inspections, alarm and sprinkler reports, elevator inspections, HVAC maintenance, backflow inspections, generator inspections, environmental reports, ADA documentation, insurance certificates, vendor contracts, preventive maintenance records, warranty information, equipment manuals, operating documentation.
  • Ensure all records remain current, organized, and audit‑ready.
• Vendor Contract Administration:
  • Maintain vendor contact information.
  • Track contract expiration dates.
  • Monitor insurance certificates.
  • Track contract renewals.
  • Coordinate vendor onboarding documentation.
  • Assist the CFO with contract administration.
  • Maintain service level performance reports.
• Utility Coordination:
  • Coordinate with Accounting regarding electric, gas, water, sewer, internet accounts and account documentation.
• Preventive Maintenance Coordination:
  • Monitor preventive maintenance schedules.
  • Coordinate access with program locations.
  • Verify scheduled maintenance has been completed.
  • Maintain preventive maintenance records.
  • Report overdue maintenance activities.
• Compliance Support:
  • Maintain documentation supporting compliance with fire & life safety, ADA, OSHA, local building codes, environmental regulations, joint inspections, and insurance requirements.
  • Prepare documentation for audits, CARF surveys and regulatory reviews.
• Capital Projects Support:
  • Coordinate communication between Hope Services and contractors.
  • Maintain project files.
  • Track project schedules.
    
    Maintain warranty documentation.
  • Coordinate close‑out documentation.
  • Support project reporting.
• Customer Service:
  • Respond promptly to facility requests.
  • Communicate project status with program managers.
  • Resolve customer concerns.
  • Coordinate emergency response communications.
  • Maintain high customer satisfaction.
• Other duties as assigned.

• Associate’s or Bachelor’s degree in Business Administration, Facilities Management, Public Administration, or related field preferred.
• Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management, or office administration.
• Experience with computerized maintenance management systems (CMMS) preferred.
• Experience managing records and regulatory documentation.
• Or an approved combination of education and work experience.
• Valid California Driver's License and a clear driving record.
• Strong Microsoft Office skills, particularly Excel, Word, and Outlook.

• Strong written and verbal communication skills.
• Knowledge of vendor relations, procurement processes, contract performance monitoring, contract administration practices, including contract tracking, compliance, and document maintenance.
• Knowledge of records management principles, including document retention, confidentiality, and organized filing systems.
• Ability to…