Facilities Coordinator

The Facilities Coordinator supports the AED of Facilities Maintenance and the Maintenance department by performing various administrative tasks in addition to maintenance coordination on specific construction projects and monitoring and/or inspecting certain aspects of all buildings and grounds to maintain compliance with laws/regulations as well as overall safety standards. SPECIFIC RESPONSIBILITIES: Vendor and Purchasing Coordination: Obtain estimates from outside vendors for various projects as needed. Handle all purchasing for the Maintenance Department, including supplies, materials, and equipment. Support the RFP process by gathering required data and working with the Maintenance Supervisor and Director. Communicate with vendors regarding work orders and ensure closeout upon final inspection. Ensure subcontractors meet agency standards for cost-efficiency, quality, and compliance, including insurance requirements (liability and Workers Compensation). Fleet and Equipment Management: Serve as Fleet Manager: schedule and track all vehicle maintenance, inspections, and repairs. Oversee the disposal and replacement of agency vehicles and machinery. Maintain vehicle control systems such as Key Tracer and GPS tracking. Obtain and maintain DOT certification to operate a box truck. Warehouse and Inventory Oversight: Supervise daily warehouse operations, including mail runs, handling and tracking of incoming and outgoing deliveries, and distribution of packages. Maintain organization and inventory of stored items in the warehouse. Order and manage materials/parts inventory for departmental needs. In partnership with the SVP of Facilities, implement systems for tracking, servicing, and accountability of tools, equipment, and farm machinery. Facilities and Maintenance Operations: Schedule and inspect preventive maintenance (PM) for buildings and systems as required. Identify PM systems requiring routine monitoring and integrate them into maintenance programs and systems. Perform regular and ad hoc facility inspections, including above-ground storage tank (AST) compliance and safety evaluations. Respond to urgent maintenance requests and assist in emergencies in the absence of the Maintenance Manager. Support and participate in snow removal and seasonal maintenance activities. Perform hands-on fieldwork as needed, such as grass cutting, weed whacking, filter changes, and other assigned PM tasks. Assist with and participate in specialty projects across both campuses. Administrative and Reporting Tasks: Track and maintain a cost dashboard for student and resident damages. Create and maintain spreadsheets and reporting tools to support facilities operations and budgeting. Carry out policies and procedures related to safety, administrative requirements, work methods, and standard practices. Assist the SVP of Facilities with data tracking and strategic planning efforts. Education/Experience: Associates or Bachelors degree in engineering, facilities, construction management, property management or other related technical field preferred. A non-degreed candidate will be considered if they have sufficient and progressive experience especially in purchasing. 1-5 years experience in maintenance / property management. Progressive experience in maintenance installations, construction, and maintenance of equipment, utilities, and buildings. Licensure/Certification: Safely operate company vehicles to transport tools, equipment, and materials between sites. Maintain compliance with company vehicle policies and safe driving practices. Must possess a valid driver's license and maintain a clean driving record. CORE COMPETENCIES: Strong working knowledge of OSHA, COA, NFPA, NEC, NYS and NYC Uniform Building Codes/Standards, as well as local fire and safety regulations. View the full job description here