Facilities Coordinator

Apply for the Facilities Coordinator position at the Housing Authority of the City of Los Angeles. The posted salary estimate for the role is $95,305.60 - $117,228.80, with final offer based on qualifications and experience. For details and to apply, visit Role Overview Under direct guidance, 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 management of service contracts (printing/mail services, security, janitorial, landscaping, etc.). The incumbent monitors the performance of these services against contract specifications and executes changes and modifications as necessary. Additionally, the role involves conducting needs assessments and site analysis, assessing scope of work for cost‑effectiveness, and formulating initial construction project schedules and designs. The coordinator assists in prioritizing and ranking capital improvement projects to meet budgetary constraints and provides implementation recommendations to senior management. The position also manages projects, collaborates with other managers and supervisors to promote operational efficiency and safety, and continuously improves safe working conditions. Responsibilities 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 associate’s 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. License/Certificate Possession of an appropriate valid California driver’s license. Benefits Medical/Dental/Vision Plan HACLA will provide up to 100% of the CalPERS medical premium rate for Los Angeles, San Bernardino & Ventura Counties Kaiser rates for employee only, employee + one dependent, and employee + multiple dependents as applicable. HACLA will provide 100% of basic Dental HMO rates for employee only, employee + one dependent, and employee + multiple dependents as applicable. HACLA will provide 100% basic Vision coverage for employee only, employee + one dependent, and employee + multiple dependents as applicable. $250 OPT OUT payment is available for employees with a qualifying health plan outside of the employer network. Employees have the option to choose additional optional insurance such as Dental PPO, Custom Vision, additional medical coverage, and voluntary additional life insurance. HACLA will provide 100% of STD/LTD/Mandatory Life premiums for all eligible employees to maintain the IRS 125 Plan. HACLA retirement plan: Public Employees' Retirement System (PERS). Vesting is five (5) years. For Classic members, the pension formula is 2.7% at 55 with members contributing 8% of their wages towards their retirement. For PEPRA members, the pension formula is 2% at 62, with members contributing 7.75% of their wages towards their retirement. CalPERS will make the determination regarding the type of membership for which the eligible employee will qualify. Annual leave accruals vary, depending upon the type of job/position and years of service. Length of service increases accrual rates by employee organizational group when service requirements are met. Newly Hired Annual Accruals: At‑Will/Non‑Represented accrual per pay period 5.23 hours (17 days annually) Council of Housing Professionals‑Management accrual per pay period 4.15 hours (14 days annually) Council of Housing Professionals‑Administration accrual per pay period 6.78 hours (22 days annually) Service Employees International Union (Local 721) accrual per pay period 6.78 hours (22 days annually) Los Angeles County Building and Construction Trades Council accrual per pay period 5.23 hours (17 days annually) American Federation of State, County and Municipal Employees accrual per pay period 6.78 hours (22 days annually) 14 Observed Holidays New Year’s Eve; New Year’s Day; Martin Luther King Jr’s Birthday; President’s Day; Cesar Chavez Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Veteran’s Day; Thanksgiving Day; Day After Thanksgiving; Christmas Eve, and Christmas Day. 12 Floating Holiday hours annually Opportunity to earn up to 160 hours of Paid Time Off (PTO) for eligible exempt employees as comp time per calendar year. Employees may cash out up to 160 hours of accrued and unused PTO annually. Pre‑Tax Deferred Compensation 457 Plan Group term life insurance Flexible Spending Account Options Tuition Reimbursement Program Employee Assistance Program Flexible Work Schedules Partial Telework Program Kaiser Medical Insurance – 50% employer covered medical through Kaiser Permanente if working 30 hours or more per week. Paid Sick Time – At least 40 hours or 5 days of sick leave after 90 days of employment. Eligible casual employees may enter as Classic or PEPRA members if qualifying requirements are met. Per‑Diem employees are not eligible for the Public Employee Retirement System (PERS). Availability of benefits is dependent upon employment eligibility status with HACLA. Equal Opportunity Statement We are an Equal Opportunity/Affirmative Action Employer. All applicants receive equal opportunity for employment. Conflict of Interest Policy New and existing employees are required to refrain from participating in activities, employment or enterprises that conflict with public interest and/or the duties as an employee of the Authority. #J-18808-Ljbffr HACLA