Facilities Coordinator

Job Description

Job Description

Description

If you have a desire to make a genuine difference in the lives of others, Systems Unlimited is the place to be!

As the Facilities Coordinator you will provide administrative support with Fleet Management (vehicles) and Facilities Management (buildings) functions. This role is essential for maintaining the smooth and efficient operations of Fleet & Facilities, requiring strong multi-tasking abilities, excellent communication skills, and a proactive approach to problem-solving. Facilities Coordinator also helps train staff, both at sites and in the office, on fleet and facilities processes and procedures.

Systems is currently looking to hire a Facilities Coordinator to support all of our services areas in Eastern Iowa.

Key Responsibilities

• Agency Fleet management including maintaining current vehicle records, documenting accidents, reporting claims, compiling accident data, and monitoring telematics exceptions and service entries for follow up.

• Scheduling fleet maintenance, inspections, and repairs with vendors and staff, including vehicle drop-off, pickup, and cleaning. 

• Managing gas cards by site and vehicle, monitoring usage, and flagging concerns to the Director. Assisting with vehicle audits and maintaining aging, usage, and cost data for replacement planning.

• Serving as the main administrative contact for facilities vendors. Maintaining safety and compliance records, including detectors, extinguishers, permits, and inspections. 

• Maintaining lease tracking, renewal documents, property tax records, and utility tracking. Scheduling and tracking inspections, seasonal work, and preventative maintenance of all agency owned and leased properties. 

• Coordinating house and office moves, including readiness checks, packing materials, photos, and maintenance communication.

• Training site and office staff on fleet and facilities procedures, reporting tools, and compliance practices, including post accident follow up.

• Gathering operational and financial data for timely Fleet and Facilities reports that support leadership and compliance.

Requirements

Must hold a valid driver’s license and maintain a driving record that is acceptable from a risk management perspective. You will also be expected to support at work sites, which may involve the ability to climb stairs and lift items up to 50 lbs.

• Success in this role means staying organized and keeping track of many tasks 
• A successful Facilities Coordinator will be able to solve problems independently and will consistently ensure administrative processes are executed with accuracy and timeliness
• Must be proficient in the Microsoft Office Suite. 
• Must be able to clearly communicate with vendors, tenants and co-workers 
• Prior experience overseeing vehicle and/or property maintenance preferred but not required 

This position works regular business hours (Monday-Friday 8:00am to 4:30pm) and is based in our Iowa City office. Occasional evening or weekend work may be required. Frequent travel to agency owned properties, both in Iowa City and in surrounding communities, is required.

Benefits

Full-Time team members are eligible for:

• 401(k) with up to 4% company match.
• Company-paid life insurance and long-term disability insurance.
• Affordable short-term disability and supplemental insurance options.
• Affordable health, vision, and dental options that provide great coverage.
• Flex plans for medical and daycare expenses
• Nine paid holidays
• Paid Sick and Vacation Banks accrue based on tenure and hours worked-available to all employees