Facilities Coordinator

Position Title: Facilities Coordinator

Status: Full-Time | Non-Exempt Reports To: Chief Operating Officer

Organization Overview

Established in 1968, Inquilinos Boricuas en Acción (IBA) empowers individuals and families through education, workforce development, arts and culture, and the creation and preservation of vibrant affordable housing and community spaces. IBA operates multiple facilities that support offices, residential spaces, community programs, and public events.

Position Summary

The Facilities Coordinator is responsible for the daily coordination, upkeep, and operational readiness of IBA's facilities. This role is hands on and operational, ensuring buildings are safe, clean, functional, compliant, and welcoming for staff, residents, clients, and visitors at all of our locations including our Early Education Program.

This position coordinates facilities operations rather than managing at a high level, working directly with vendors, janitorial and maintenance contractors, inspectors, and internal staff. The Facilities Coordinator also performs light technical and maintenance tasks, monitors building systems, maintains supplies, and ensures that permits, inspections, and compliance requirements remain current.

Essential Functions & Responsibilities

Facilities Operations & Maintenance

• Coordinate and oversee day to day operation and upkeep of all facilities.
• Perform hands on technical tasks, including:
• Replacing light bulbs and ballasts
• Minor repairs, adjustments, and troubleshooting
• Basic painting, patching, and touch-ups
• Furniture moves, room setups, and breakdowns for meetings and events
• Conduct regular facility walkthroughs to identify maintenance, safety, or cleanliness issues.
• Submit and track work orders and coordinate service calls as needed.
• Monitor HVAC, electrical, plumbing, and life safety systems and escalate issues appropriately.
• Respond to urgent maintenance issues and emergencies, including after hours when needed.

Vendor & Janitorial Coordination

• Serve as the primary point of contact for janitorial, cleaning, porter, maintenance, and specialty service vendors.
• Coordinate cleaning schedules and scopes of work with janitorial contractors.
• Conduct routine inspections to ensure services are completed to contract standards.
• Report deficiencies, follow up on corrective actions, and document performance.
• Coordinate additional services (deep cleaning, floor care, event cleaning, etc.).
• Track vendor contracts, service dates, and renewals in coordination with management.

Compliance, Permits & Safety As Needed

• Track, maintain, and assist with renewals as needed of:
• Building permits
• Inspection records
• Certifications (fire safety, elevators, life safety systems, etc.)
• Ensure facilities meet local, state, and federal health and safety requirements.
• Assist with coordination of inspections and compliance visits.
• Maintain documentation related to safety, permits, vendors, and inspections.
• Identify and report safety hazards and ensure corrective actions are implemented.
• Support emergency preparedness and response efforts.

Supplies & Inventory Management

• Coordinate ordering and stocking of building related supplies, including:
• Light bulbs and maintenance materials
• Janitorial and operational supplies (as applicable)
• Track supply usage and identify replenishment needs.
• Coordinate procurement through approved vendors to ensure cost efficiency.

Space, Setup & Event Support

• Coordinate room layouts and space usage for meetings, programs, and community events.
• Clean rooms after events, or meetings.
• Assist with setup and breakdown of agency events, including early mornings, evenings, and weekends as required.
• Support annual agency wide events and community activities.

Communication & Coordination

• Maintain clear communication with staff regarding building issues, scheduled work, and service interruptions.
• Serve as a liaison between internal teams and external service providers.
• Provide regular updates to management regarding facilities conditions, needs, and upcoming maintenance.

Additional Responsibilities

• Participate in organizational events and community activities, including annual festivals and agency initiatives.
• Carry out additional related duties as assigned.

Qualifications

• Strong sense of responsibility, reliability, and attention to detail.
• Ability to work at multiple sites without any restrictions.
• Proven ability to coordinate vendors and contractors.
• Hands on technical aptitude for basic building maintenance tasks.
• Strong organizational, problem solving, and follow up skills.
• Ability to manage multiple priorities and a varied workload.
• Clear verbal and written communication skills.
• Basic computer literacy (email, tracking documents, logs).
• Customer-service oriented and able to work with diverse populations.
• Ability to work independently and as part of a team.
• Supervisory or coordination experience preferred.
• Bilingual Spanish/English preferred.
• Ability to work a flexible schedule and respond to after hours needs as required.