Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator is primarily responsible for coordinating and managing the various contractors and staff that support the day-to-day operations of the administrative office buildings including but not limited to the various aspects of management of service contracts (including printing/mail services, security, janitorial, landscaping etc.). The incumbent will monitor the performance of these services against the contract specifications and execute changes and modifications to those contracts as necessary for improvement as needed. Additionally, the incumbent will assist with conducting needs assessments and site analysis; assesses scope of work for cost effectiveness and formulates initial construction project schedule and design. Assists with prioritization and ranking of capital improvement projects to meet budgetary constraints and other defined parameters and makes implementation recommendations to the senior management of the organization. The incumbent will also manage projects as well as work with other managers and supervisors to promote the efficiency and safety of routine operations and events. The Facilities Coordinator, working with the department Director and Building Engineer, will monitor the facilities to continuously improve safe working conditions and effective operations.

Essential and other important responsibilities and duties may include, but are not limited to the following:

• Responsible for taking the lead in the day-to-day operations of the 2600 Wilshire Building common areas including but limited to overseeing the cleanliness, security, and safety of the site.
• Coordinate and manage the various contractors and staff that support the day-to-day operations of the administrative office buildings including but not limited to various aspects of monitoring and management of all service contracts.
• Manages on-site contractors to assure safety for the contractors, employees and property.
• Plans, schedules, and coordinates the progress and execution of plans, projects and activities initiated by the Director or their designee, which may include providing assistance to other departments.
• Coordinates facilities-related activities supporting agency sites and locations, which may include receiving incoming requests for services and contacting staff or vendors for completion related to electrical, plumbing, heating/cooling, building maintenance, cleaning, and/or shipping.
• May develop scopes of work, Request for Proposals, Request for Quotes for professional services; coordinates with General Services regarding appropriate process and procedures; and obtains and secures appropriate permits and governing board approvals for projects.
• Responsible for timely communication with Building Engineer and Department Head.
• Coordinates with the Building Engineer to assist with overseeing construction projects (tenant improvements and facility modifications); manages internal and external resources including engaging and directing outside consultants, contractors, and service vendors from planning, design, budgeting, scheduling for any staffing moves at all administrative facilities.
• Assist when necessary the oversight of administrative functions to include furniture and office equipment maintenance, lease contracts, on-site contractor management, security, janitorial, landscaping/lawn maintenance, extermination/ pest control, etc.
• Monitors the performance of the service contractors and staff; work with contractors to improve the services in support of the above.
• Assist with commercial tenant relations and Authority wide staff relocation/move management
• Plans, organizes and directs the work performed in printing and mail services, which includes supervision, scheduling and coordination of mailroom personnel, the work of staff engaged in layout, printing, mail, and vehicle operations; the receipt, processing and delivery of US mail and packages.
• Oversees the delivery of mail and confidential materials to the Authority's board members and other locations.
• Reviews work orders for printing services to type, size and priority of each job; prepares time and job cost estimates.
• Assigns and coordinates work in order to meet established priorities and deadlines, minimizes press down time and maximizes production.
• Reviews, proofs, and approves work upon completion for conformance to standards and special instructions.
• Oversees the coordinating and scheduling of the maintenance of Authority vehicles, as well as the inventory and coordination of the disposal of Authority physical assets.
• Evaluates the amount and quality of employee work completed; provides constructive and corrective feedback to employees, and documents as appropriate; prepares and signs employee evaluations; makes recommendations on employee disciplinary actions.
• Consults with department head on potential alternative methods of reproduction, particularly upon receipt of orders that require costly reproduction procedures or substantial change in design or make up; determines advisability of performing work in house or contracting out.
• Assists in the development, preparation and compilation of reports, presentations and other data as required.
• Supervises the maintenance and repair of all printing and bindery/allied equipment; contracts for outside services as needed (e.g. on maintenance of equipment).
• Maintains liaison with the US Postal Service and private mail carriers for updated information; evaluates existing mail and delivery routes and schedules for effectiveness and efficiency.
• Maintains compliance with principles of accepted employee conduct as identified in HACLA employee handbook and as specified in departmental policies and procedures.
• May be required to drive a vehicle to different sites and/or locations.

Performs other related duties as required.

Knowledge/Skills/Abilities Customer focused, able to understand the needs of the internal customer quickly and develop solutions to address problems. Strong written, verbal, and interpersonal communication skills; must be able to develop and draft clear and concise procedures, communications, reports, manuals, etc. The ability to recognize site service needs and the ability to communicate with other employees, supervisors, and managers in meeting agency and/or departmental goals. Strong organizational and prioritization skills with minimal supervision. Ability to effectively present information and respond to questions from groups of personnel. Detail oriented and accurate. Proficient in Microsoft Office Suite and the Internet. The ability to study and understand postal legislation to determine the effects on program operations and cost.

Education & Experience: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: An associates degree and at least one-year experience within administrative facility operations. Two years' additional experience may substitute for educational requirement. Minimum of four (4) years' experience operating and maintaining offset printing, duplicating and allied equipment, two (2) years of which included responsibility for supervising and/or managing a large volume printing/duplicating operation. Job experience in mail collection, processing and delivery is desirable. Possession of an appropriate valid California driver's license.