FACILITIES COORDINATOR

Position Summary

The facilities coordinator is responsible for coordinating and overseeing a broad range of operational support functions that ensure the efficient, compliant, and cost-effective operation of organizational facilities and support services. This position reports directly to the Director of Facilities. The Facilities Specialist and the Support Services Specialist report directly to the facilities coordinator. The coordinator manages administrative processes, monitors regulatory compliance, coordinates vendor services, tracks organizational assets, and provides oversight of multiple operational programs for 50 locations across four counties. The coordinator facilitates collaborative interactions with internal departments, contractors, and regulatory agencies to maintain safe, efficient, and compliant operations while supporting organizational objectives.

Qualifications

• Bachelor's degree is preferred in business administration, healthcare management, or similar, preferred.

• Prior project management experience required.

• Previous experience in the healthcare industry.

• Strong computer skills with experience of Microsoft Office products.

• Strong organizational, communication and public speaking skills.

• Ability to work independently and possess both critical thinking and problem-solving abilities.

Skills

• Multi-task and prioritize.

• Think strategically and efficiently.

• Detail oriented.

• Communicate effectively.

• Adaptability to change in work environment or needs.

• High level of maturity to manage confidential information in a healthcare setting.

• Strong interpersonal skills and customer service skills.

Responsibilities & Expectations

• Collaborate with the Director of Facilities to manage day-to-day operations of the Canton campus.

• Manage employee timekeeping processes and ensure timely and accurate payroll submissions.

• Manage procurement activities, including purchase requisitions, purchase orders, and purchasing documentation.

• Review departmental budget variances and identify trends or discrepancies for management review.

• Manage the proper coding of invoices accurately and ensure timely processing in accordance with organizational financial procedures.

• Maintain financial records and supporting documentation for operational expenditures.

• Budget planning and expenditure tracking.

• Maintain comprehensive asset inventories and equipment records.

• Coordinate asset acquisitions, transfers, disposals, and lifecycle documentation.

• Oversee inventory management programs to ensure appropriate stock levels and accurate recordkeeping.

• Coordinate uniform ordering, distribution, and inventory control.

• Monitor inventory usage and recommend replenishment strategies.

• Facilitate the coordination of office relocations, workstation assignments, and departmental moves.

• Manage facility maintenance services including:
  • Snow removal
  • Parking lot sweeping
  • Parking lot striping
  • Sidewalk repairs
  • Exit light inspections and repairs

• Manage the documentation of contractor safety training.

• Manage vendor scheduling and monitor completion of contracted services.

• Maintain facility maintenance records and service documentation.

• Coordinate water management testing and ensure compliance with applicable regulations and organizational policies.

• Manage regulatory documentation and compliance records.

• Manage required meter and valve testing programs.

• Manage waste inspections and maintain related documentation.

• Monitor compliance deadlines and ensure timely completion of required inspections, testing, and reporting.

• Serve as a liaison with regulatory agencies, inspectors, and contractors as needed.

• Track employee completion of required training and certifications.

• Maintain competency records and monitor renewal requirements.

• Generate compliance and training reports for leadership.

• Coordinate training assignments and communicate upcoming training requirements.

• Coordinate repair and maintenance of organizational radio equipment.

• Maintain service records and coordinate vendor repairs.

• Monitor both operational and capital projects.

• Manage all purchase orders for the Facilities Division.

• Facilitate the safeguarding of all invoices and purchase orders to a backed-up software system such as SharePoint.

• Manage all utility bills and track expenses.

• Facilitate the scanning and monitoring of all department monthly checks and completed forms.

• Track service requests and ensure timely completion.

• Support departmental operational initiatives and special projects.

• Create temporary signage for projects, as needed.

• Complete annual evaluations of direct reports.

• Develop and maintain standardized procedures related to assigned responsibilities.

• Prepare operational, financial, and compliance reports.

• Maintain organized electronic and paper filing systems.

• Analyze operational data and provide recommendations for process improvements.

• Ensure documentation meets organizational and regulatory requirements.

• Assist in developing policies, procedures, and standard operating guidelines.

Working Conditions

• Salary position, Monday through Friday, dayshift (off-shifts, holidays and weekends as needed)

• Lunch periods and breaks are flexible to meet the needs of the position and department

• Subject to frequent interruptions and changes in priority of duties throughout the day

• Expected to embrace the organization's mission and values

• Ability to respond to emergency situations and work beyond a regularly scheduled shift.

• Conditions are subject to change based on the physical environment or immediate safety needs of occupants.

• Local, regional, state and nationwide travel may be necessary based on the discretion of the organization.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, gender identity, sexual orientation or protected veteran status. The organization is an EEO/AA Employer Disability/Vet.

The organization will provide reasonable accommodations to employees or applicants with disabilities, as defined by the Americans with Disabilities Act, who are otherwise qualified to safely perform the essential functions of the job, with or without accommodation, unless such accommodation would constitute an undue hardship on the organization or poses a direct threat to the health and safety of the individual or others that cannot be sufficiently mitigated by reasonable accommodation. Any applicant or employee who requires an accommodation to perform the essential functions of his or her job or to enjoy equal benefits and privileges of employment should notify the Aultman Human Resource Department and request such an accommodation.