Facilities Coordinator

Description $70,000 | Full-Time | Monday–Friday | Facilities Operations | Property Management | Maintenance Coordination | Nonprofit About Our House, Inc. At Our House, Inc., our mission is to provide healthy, stimulating, and inclusive environments for individuals with intellectual and developmental disabilities (IDD). Through residential, day, and community-based services, we support individuals in building independence, stability, and meaningful lives. Our homes are more than just buildings—they are places where individuals thrive, grow, and live with dignity. We are seeking a Facilities Coordinator to support the day-to-day operations of our residential properties and administrative locations while helping ensure our environments remain safe, compliant, organized, and well-maintained. This position is ideal for individuals who are highly organized, responsive, detail-oriented, and comfortable managing multiple priorities across multiple locations . Hiring Process We believe in transparency and respect for your time. Once an application is fully completed and meets the minimum qualifications, our recruitment team will respond regarding next steps in the interview process. This position follows a traditional in-person individual interview process focused on operational experience, organizational skills, facilities coordination, and overall fit within our team environment. Position Summary The Facilities Coordinator plays a critical role in supporting the maintenance and operations of multiple residential homes and office locations. This position is responsible for coordinating work orders, vendors, compliance activities, inspections, fleet tracking, and preventive maintenance programs. This is a hands-on, fast-paced role that requires strong communication, problem-solving, and organizational skills while balancing multiple operational priorities across various sites. Success in This Position Looks Like A successful Facilities Coordinator will: Maintain organized and timely coordination of work orders, repairs, and vendor services Ensure residential homes and offices remain safe, compliant, and well-maintained Communicate proactively with staff, vendors, and leadership regarding facility needs and project updates Keep compliance records, inspections, and documentation accurate and audit-ready Respond effectively to urgent facility issues while maintaining professionalism and organization Support smooth day-to-day facilities operations across multiple locations What You’ll Gain A Career with Purpose Opportunity to support a mission-driven nonprofit organization Meaningful work that directly impacts residential environments for adults with disabilities Exposure to facilities operations, compliance coordination, and property management Collaborative leadership and operational support environment Opportunities for professional growth within facilities and property operations Required Schedule Full-Time: Monday through Friday Following successful completion of the 90-day evaluation period, employees may be eligible for a remote work opportunity on Fridays. Additional flexibility may occasionally be required for emergency response, weather events, or operational needs. Employee Benefits Full-Time Benefits Include: Medical, prescription, dental, and vision insurance Life & Accidental Death insurance Generous paid time off (vacation, personal, and sick time) Full-Time & Part-Time Benefits Include: Sick paid time off Employee Assistance Plan (EAP) Flexible Spending Account (FSA) Matching 401(k) retirement plan Pet insurance Legal Shield Supplemental insurance plans Tuition Assistance Public Service Student Loan Forgiveness (PSLF) eligibility Requirements Minimum of 2–5 years of experience in facilities coordination, property management, maintenance operations, or related field Experience supporting multi-site residential or commercial environments preferred Strong organizational, communication, and multitasking skills Ability to manage multiple priorities in a fast-paced operational environment Proficiency in Microsoft Office Suite (Excel, Outlook, Word) Experience with work order management systems (UpKeep or similar preferred) Valid driver’s license required Ability to maintain professionalism and responsiveness during urgent operational situations Facilities Operations Coordinate and manage daily work orders across residential and administrative properties Assign and track maintenance tasks to ensure timely completion Support preventive maintenance programs and operational scheduling Maintain records related to repairs, equipment, warranties, and service history Assist with routine property inspections and follow-up actions Generate reports related to maintenance trends and response times Support documentation and tracking of capital improvement projects Vendor & Contractor Coordination Schedule and coordinate vendors for maintenance, inspections, and repairs Obtain quotes and required vendor documentation including insurance and W9 forms Track vendor timelines, service completion, and performance Coordinate recurring property services such as landscaping, pest control, and snow removal Compliance & Safety Assist with maintaining compliance with OSHA and state/local safety requirements Coordinate inspections including fire systems, alarms, sprinklers, and safety systems Maintain organized compliance files and inspection documentation Support preparation for insurance, regulatory, and licensing inspections Manage Life Hazard Use (LHU) registrations through the New Jersey Department of Community Affairs, including: Tracking annual registration requirements Coordinating submissions and payments Maintaining registration and invoice records Ensuring updated certificates remain accessible and compliant Fleet & Equipment Coordination Coordinate maintenance tracking for agency vehicles using the Enterprise Fleet system Maintain records for EZ Pass, vehicle documents, inspections, and service history Assist with tracking tools, supplies, and maintenance equipment Emergency & Operational Support Support response coordination during facility-related emergencies Communicate effectively with leadership, vendors, and program staff during urgent situations Participate in on-call operational support as needed, including weather-related emergencies and snow removal assistance Physical & Travel Requirements Frequent travel between multiple agency locations within approximately a 40-mile radius Ability to walk properties, climb stairs, and complete inspections Ability to occasionally lift up to 25–50 pounds Ability to work indoors and outdoors in varying weather conditions Equal Opportunity Employer Our House, Inc. is an Equal Opportunity Employer committed to diversity, equity, and inclusion. All qualified applicants will receive consideration without regard to protected characteristics. Employment Disclosure This job description does not constitute a contract. Duties and requirements may change at the discretion of Our House, Inc. Employment is at-will. #J-18808-Ljbffr