Facilities Coordinator

Facilities Coordinator

Join us in this amazing opportunity with CalOptima. We are a mission-driven community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person. If you are ready to advance your career while making a difference, we encourage you to review and apply today and help us build healthier communities for all.

More About the Opportunity

We are hoping you will join us as a Facilities Coordinator and help shape the future of healthcare where you'll be an integral part of our Facilities team, helping to strive for excellence while we serve our member health with dignity, respecting the value and needs of each of our members through collaboration with our providers, community partners, and local stakeholders. This position has been approved to be Full Office. If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum.

The Facilities Coordinator will be responsible for providing coordination and administrative support to the Facilities, Construction, and Environmental Health & Safety (EH&S) departments with day-to-day facilities operations and construction project coordination. You will coordinate activities, work with furniture vendors, handle office supplies, and support emergency plans. You will also serve as a liaison between employees, management, and external vendors/contractors for various projects and administrative tasks. Together, we are building a stronger, more equitable health system.

Your Contributions To the Team:

- 55% - Facilities Program Coordination and Support - Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity, and accountability.

- Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.

- Coordinates and ensures the completion of all facilities-related activities as assigned and assists with EH&S related activities as needed.

- Coordinates with furniture vendors, Facilities, and IT team members to assist with company-wide additions, moves, and changes.

- Works with furniture vendors and assists with the coordination of installations and deliveries.

- Oversees asset tagging and asset disposal protocols for all furniture.

- Monitors vendors and suppliers, ensuring compliance with scopes of work and contract terms.

- Maintains vendor contact information current for all Facilities contracted service vendors and manages furniture warranties.

- Supports meeting management by monitoring and scheduling calendars, allocating sufficient time for room setups and delivery of necessary equipment.

- Coordinates bi-monthly staff meetings, prepares and distributes clear agendas, actional takeaways, and follow-up items.

- Orders office and building supplies for the Facilities department.

- Supports the Director and Program Manager with processing construction invoices for payment.

- Assists Facilities with processing accounts payable, generating requisitions, generating and following up on work orders, preparing scopes of work, and planning space utilization.

- Monitors CalOptima Health's off-site equipment, furniture, and document storage, including ensuring document inventories are always kept current.

- Responds to internal 911 calls and coordinates appropriate responses to emergencies.

- Assists with emergency preparedness protocols, staff training, and manual updates.

- Supports with annual policy reviews and updates for both Facilities and EH&S departments.

- Tracks and ensures timely payments for post office boxes.

- Tracks postage meter balances and ensures postage is reloaded in a timely manner to avoid mailroom disruption.

- Assists with the mass notification systems and coordinates regular meetings with the appropriate departments.

- Maintains lost and found procedures.

- 40% - Project Support - Assists the Director and Program Manager by managing project documentation workflow including requests for information (RFIs), submittals, architectural drawings, and change orders.

- Coordinates recurring project meetings, drafts agendas, records detailed meeting minutes, and tracks action items to ensure project timelines are met.

- Assists in processing general contractor and vendor pay applications, tracking lien waivers, reviewing invoices, and tracking material and equipment deliveries.

- Coordinates necessary city permits, licenses, and vendor insurance certificates.

- 5% - Other - Completes other projects and duties assigned.

Do You Have What the Role Requires?

- High school diploma or equivalent PLUS 2 years of administrative support experience in facilities management or property management required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.

- 1 year of professional experience in commercial construction administration and project coordination required.

- Experience with construction management software such as Procore (or equivalent) required.

You'll Stand Out More If You Possess the Following:

- Bachelor's degree in business administration, finance, construction management, or related field.

- International Facility Management Association (IFMA) Certified Facility Manager (CFM) or Facilities Management Professional (FMP) designation.

- Real Property Administrator (RPA) or Certified Property Manager (CPM) designation.

- Experience working in a public sector environment.

Your Knowledge & Abilities to Bring to this Role:

- Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.

- Work independently and exercise sound judgment.

- Communicate clearly and concisely, both orally and in writing.

- Work a flexible schedule; available to participate in evening and weekend events.

- Organize, be analytical, problem-solve, and possess project management skills.

- Work in a fast-paced environment and in an efficient manner.

- Manage multiple projects and identify opportunities for internal and external collaboration.

- Motivate and lead multi-program teams and external committees/coalitions.

- Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job-specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.

Your Physical Requirements (With or Without Accommodations):

- Ability to visually read information from computer screens, forms, and other printed materials and information.

- Ability to speak (enunciate) clearly in conversation and general communication.

- Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.

- Manual dexterity for typing, writing, standing, and reaching, flexibility, body movement for bending, crouching, walking, kneeling, and prolonged sitting.

- Lifting and moving objects, patients, and/or equipment more than 50 pounds

Ways We Are Here For You

- You'll enjoy competitive compensation for this role. Our current hiring range is: Pay Grade: 304 - $53,813 - $80,720 ($25.87 - $38.8077). The final salary offered will be based on education, job-related knowledge and experience, skills relevant to the role, and internal equity among other factors.

- This position is approved for Full Office (**If the position is Telework, it is eligible in California only**)

- CalPERS pension program and additional retirement packages.

- Additional benefits and perks including: - A generous PTO program

- A quality work life balance

- Various wellness programs

- Tuition Reimbursement

- Professional development opportunities

- Career development opportunities

- Flexible scheduling

- And the satisfaction of knowing your work directly impacts and improves healthcare access for thousands of individuals and families.

Our Work Environment:

If located at the 500, 505 Building or a remote work location:

- Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.

- There are no harmful environmental conditions present for this job.

- The noise level in this work environment is usually moderate.

If located at PACE:

- Work is typically indoors in a clinical setting serving the