Property Services Coordinator

Job Description

Job Description

Description:

Position Function:

Responsible for coordinating the day-to-day operations of agency properties, fleet activities, maintenance requests, vendor services, safety inspections, and compliance documentation. This position assists the Property Services Manager in ensuring all agency offices and vehicles meet safety, legal, regulatory, and accreditation standards while providing a safe and supportive environment for staff and clients. The Coordinator serves as the primary point of contact for property-related service requests, tracks maintenance activities, maintains property and fleet records, and coordinates vendor services. This position requires frequent travel throughout the agency's service area and a significant field presence to support operations at the administrative office, ten (10) satellite offices, warehouse, agency rental home, and Region 3E/3W office locations as assigned. (Northeast 3E Region to include Collin, Grayson, Fannin, Hunt, Rockwall, Ellis, Kaufman and Navarro Counties. Southwest 3W Region to include Tarrant, Johnson, Erath, Somervell, Hood, Parker, Palo Pinto, Denton, Cooke, and Wise Counties).

This position also requires flexibility to work outside normal business hours, including early mornings, evenings, weekends, and holidays, when necessary to respond to facility emergencies, weather events, urgent maintenance issues, office relocations, or other agency operational needs. Must be able to travel independently throughout the agency's service area and respond to multiple work locations on short notice. This position is expected to spend a significant portion of the workweek in the field rather than in a traditional office environment. This position requires sensitivity to the cultural and socio-economic characteristics of our client population.

Working Conditions:

Standard office working conditions with occasional exposure to the normal hazards of building maintenance. This position requires extensive and routine travel to the administrative office, ten (10) satellite offices, warehouse, agency rental home, and Region 3E office locations to perform inspections, coordinate maintenance, support projects, and respond to operational needs. The work schedule may vary based on operational demands and emergency situations and may require availability outside normal business hours, including weekends and holidays. Work schedules may vary based on operational demands and emergency situations and may require availability outside normal business hours, including early mornings, evenings, weekends, and holidays.

Exposure to Confidential Information:

Maintain confidentiality & follow policies related to personnel records, client records, financial, operational, insurance and procurement information and records.

Key Expectations/Responsibilities:

Property Management

• Maintain a consistent field presence by routinely visiting the administrative office, ten (10) satellite offices, warehouse, agency rental home, and Region 3E or 3W office locations to identify, coordinate, and resolve property-related issues.
• Respond promptly to facility emergencies and urgent operational needs, including those occurring before or after normal business hours, on weekends, or on holidays, as directed by the Property Services Manager.
• Coordinate emergency repairs and communicate with vendors, landlords, leadership, and staff to minimize operational disruptions.
• Manage day-to-day operations and maintenance of the administration building, 10 satellite offices, warehouse and rental home.
• Maintain documentation on all buildings specifying preventative maintenance plans and routine maintenance plans.
• Assist in the development and implementation of property management policies and procedures that align with the agency’s mission and best practices.
• Oversee lease agreements, renewals, negotiations, and landlord relationships.
• Monitor property budgets, operating costs, and implement cost-saving measures.
• Coordinate office space planning, relocations, and renovations.
• Manage vendor and contractor relationships (janitorial, security, maintenance, landscaping, etc.), negotiate contracts, and oversee performance of maintenance and security services.
• Conduct routine property inspections to ensure offices are clean, well-maintained, safe and compliant with organizational, regulatory and accreditation standards.
• Gather all required documentation needed for any insurance claims.
• Ensure all grounds, irrigation and landscaping work is appropriately completed through contracted services.

Safety & Compliance

• Coordinate and support the agency's safety program by assisting the Property Services Manager in ensuring compliance with agency policies, government regulations, and accreditation standards.
• Assist in developing and maintaining the agency Disaster and Emergency Response Plan including workplace safety procedures, emergency preparedness plans, and incident response procedures.
• Lead safety inspections, risk assessments, and corrective action follow-up.
• Conduct safety training, fire drills, and other required exercises across all sites.
• Maintain records of incidents, inspections, and regulatory compliance.
• Liaise with government and regulatory agencies on safety-related matters.

Fleet Management

• Coordinate daily fleet operations and serve as the primary staff resource for vehicle assignments, maintenance scheduling, fleet records, and employee fleet support under the direction of the Property Services Manager.
• Ensure fleet operations comply with the leasing agreement, agency policy, accreditation standards and government regulations.
• Manage the receiving, assignment, and return of leased vehicles.
• Manage the EFM leasing and GeoTab online portal accounts and research any issues alerted to.
• Maintain inventory of additional vehicle keys.
• Order, distribute and terminate fuel and maintenance cards.
• Provide instructions and assist staff with the EFM phone app download.
• Receive maintenance alerts from EFM and coordinate with staff in completing required vehicle maintenance.
• Download and distribute maintenance and driving reports to leadership and support corrective action efforts.
• Ensure all drivers have the agency’s current proof of auto insurance coverage in the vehicles.
• Gather all required documentation needed for any insurance claims.
• Assist in the development and implementation of the agency’s vehicle procedures and obtain policy and procedure acknowledgment forms from staff.

Administrative & Strategic Support

• Prepare reports for leadership on facilities, fleet, and safety performance.
• Support organizational growth by evaluating new office or fleet needs.
• Collaborate with HR, IT, and Operations to ensure facilities and vehicles meet organizational requirements.
• Lead sustainability and efficiency initiatives in facilities and fleet operations.
• Complete other tasks and duties as assigned by supervisor.

Essential Position Requirement:

This position is considered an essential operational role. The employee may be required to report to work or remain available during facility emergencies, severe weather events, building system failures, safety or security incidents, utility outages, office relocations, or other situations affecting agency operations. Availability to respond outside of normal business hours, including early mornings, evenings, weekends, and holidays, may be required to help ensure the continuity of agency operations and the safety of staff, clients, visitors, and agency property. Travel within the OCOK service area may be required to support regional offices, assist with special projects, participate in training, or provide operational coverage. Mileage reimbursement is provided in accordance with organizational policy.

Education Requirements:

Associate degree or equivalent experience preferred. Equivalent experience includes a minimum of three (3) years of relevant work experience in facilities coordination, property management, fleet administration, operations, or a related field.

Experience Requirements:

Three or more years of experience in facilities coordination, property services, fleet administration, office operations, vendor coordination, or a related support role. Experience working with multiple office locations and vendor management is preferred.

Functional Requirements:

Must demonstrate excellent interpersonal, organizational, customer service, and problem-solving skills. Ability to prioritize multiple assignments while maintaining attention to detail. Ability to coordinate vendors, contractors, and service providers while maintaining accurate documentation and records. Must communicate effectively with agency staff, landlords, vendors, and contractors. Must maintain maintenance schedules, fleet records, inspection documentation, and safety records. Ability to recognize safety hazards and respond appropriately. Must possess a valid Texas driver's license and maintain a driving record within agency insurance guidelines. Must not have been charged with or convicted of a felony or criminal offense against a child.