Facilities Coordinator

Facilities & Records Coordinator $18-$22/hour | Temp-to-Perm (Up to 12 Months) Position Overview We are seeking a highly organized and detail-oriented professional who enjoys working with records and data, follows established processes, and takes pride in maintaining accurate and confidential information. This entry-level role focuses on preparing and scanning paper records into electronic systems while supporting facilities documentation, compliance tracking, and records retention activities. This is a hands-on, process-driven position ideal for candidates who are organized, dependable, and comfortable working with large volumes of documents. Key Responsibilities Classify documents according to record type prior to scanning. Prepare records for digitization, retention, archival storage, or secure destruction in accordance with BAMSI policies and regulatory requirements; scan and upload documents into electronic records systems. Perform quality checks to ensure document accuracy, completeness, and readability. Retrieve, track, and coordinate records from off-site storage facilities. Organize files for scanning, storage, archival retention, or secure destruction. Maintain accurate logs of records processed, archived, retrieved, and destroyed. Maintain scanning and office equipment by following manufacturer instructions and established procedures. Perform data entry, spreadsheet maintenance, document tracking, and records reconciliation activities. Prepare status updates and progress reports for the supervisor. Adhere to HIPAA requirements and all applicable privacy, confidentiality, and information security standards. Comply with all BAMSI policies, records retention requirements, and regulatory obligations. Maintain electronic and physical facilities records. Organize, scan, upload, and maintain documents within EnvVisual and other agency systems. Maintain records and system data within EnvVisual and other facilities management platforms. Track and maintain documentation related to: Site Safety Reviews Floor Plans Vendor Contracts Certificates of Insurance Utility Accounts Vehicle Registrations Inspection Reports Lease Records Assist with vendor communications, documentation requests, and records collection efforts. Track utility, vehicle, inspection, and facility-related compliance deadlines. Maintain data accuracy across facilities databases, spreadsheets, and document repositories. Assist with audits, regulatory reviews, and documentation requests. Prepare reports, spreadsheets, and tracking tools to support facilities operations and compliance activities. Assist with special projects and administrative tasks as assigned. Qualifications High school diploma or GED Previous office, filing, or administrative experience preferred Proficient with Microsoft Excel, Outlook, Word, and willingness to learn agency-specific systems. Strong attention to detail and organization Dependable and able to follow structured processes Protect confidential employee, person served, and BAMSI information by adhering to privacy, security, and records retention standards. Experience handling confidential information in accordance with HIPAA, personnel records regulations, or similar privacy requirements preferred. Work Environment Combination of desk work and physical file handling Frequent use of spreadsheets, databases, and electronic document management systems. High-volume, repetitive task-oriented workload May involve lifting and moving boxes of records Interaction with off-site storage vendor Ability to lift and move boxes weighing up to 25–30 pounds and work with physical records for extended periods. Additional Information Pay: $18-22/hour Schedule: Full-time Status: Temporary-to-permanent (up to 12 months) Training provided Opportunity for long-term placement based on performance Ideal Candidate The ideal candidate is highly organized, detail-oriented, and comfortable managing large volumes of records and data. They enjoy structured, process-driven work, demonstrate strong follow-through, and can maintain confidentiality while supporting records management, facilities documentation, and regulatory compliance activities. #J-18808-Ljbffr