Facilities & Records Coordinator

Job Description

Job Description

Facilities & Records Coordinator

$18-$22/hour | Temp-to-Perm (Up to 12 Months)

Position Overview

We are seeking a highly organized and detail-oriented professional who enjoys working with records and data, follows established processes, and takes pride in maintaining accurate and confidential information. This entry-level role focuses on preparing and scanning paper records into electronic systems while supporting facilities documentation, compliance tracking, and records retention activities.

This is a hands-on, process-driven position ideal for candidates who are organized, dependable, and comfortable working with large volumes of documents.

Key Responsibilities

• Classify documents according to record type prior to scanning.
• Prepare records for digitization, retention, archival storage, or secure destruction in accordance with BAMSI policies and regulatory requirements; scan and upload documents into electronic records systems.
• Perform quality checks to ensure document accuracy, completeness, and readability.
• Retrieve, track, and coordinate records from off-site storage facilities.
• Organize files for scanning, storage, archival retention, or secure destruction.
• Maintain accurate logs of records processed, archived, retrieved, and destroyed.
• Maintain scanning and office equipment by following manufacturer instructions and established procedures.
• Perform data entry, spreadsheet maintenance, document tracking, and records reconciliation activities.
• Prepare status updates and progress reports for the supervisor.
• Adhere to HIPAA requirements and all applicable privacy, confidentiality, and information security standards.
• Comply with all BAMSI policies, records retention requirements, and regulatory obligations.
• Maintain electronic and physical facilities records.
• Organize, scan, upload, and maintain documents within EnvVisual and other agency systems.
• Maintain records and system data within EnvVisual and other facilities management platforms.

• Track and maintain documentation related to:
  • Site Safety Reviews
  • Floor Plans
  • Vendor Contracts
  • Certificates of Insurance
  • Utility Accounts
  • Vehicle Registrations
  • Inspection Reports
  • Lease Records

• Assist with vendor communications, documentation requests, and records collection efforts.
• Track utility, vehicle, inspection, and facility-related compliance deadlines.
• Maintain data accuracy across facilities databases, spreadsheets, and document repositories.
• Assist with audits, regulatory reviews, and documentation requests.
• Prepare reports, spreadsheets, and tracking tools to support facilities operations and compliance activities.
• Assist with special projects and administrative tasks as assigned.

Qualifications

• High school diploma or GED
• Previous office, filing, or administrative experience preferred

• Proficient with Microsoft Excel, Outlook, Word, and willingness to learn agency-specific systems.

• Strong attention to detail and organization
• Dependable and able to follow structured processes
• Protect confidential employee, person served, and BAMSI information by adhering to privacy, security, and records retention standards.
• Experience handling confidential information in accordance with HIPAA, personnel records regulations, or similar privacy requirements preferred.

Work Environment

• Combination of desk work and physical file handling

• Frequent use of spreadsheets, databases, and electronic document management systems.

• High-volume, repetitive task-oriented workload
• May involve lifting and moving boxes of records
• Interaction with off-site storage vendor
• Ability to lift and move boxes weighing up to 25–30 pounds and work with physical records for extended periods.

Additional Information

• Pay: $18-22/hour
• Schedule: Full-time
• Status: Temporary-to-permanent (up to 12 months)
• Training provided
• Opportunity for long-term placement based on performance

Ideal Candidate

The ideal candidate is highly organized, detail-oriented, and comfortable managing large volumes of records and data. They enjoy structured, process-driven work, demonstrate strong follow-through, and can maintain confidentiality while supporting records management, facilities documentation, and regulatory compliance activities.