Facilities Coordinator

Position Summary:

The Facilities Coordinator is responsible for coordinating and administering agency-wide facilities operations, including fleet management, organizational safety and security activities, and emergency preparedness policies and procedures. This position supports compliance with Washington State Department of Labor & Industries (L&I) safety requirements and collaborates with leadership, finance, and program staff to maintain safe, functional, and compliant work environments across all agency facilities and transportation resources.

Responsibilities:

• Coordinate day to day facility operations to ensure buildings are safe, functional, and well maintained.
• Assist with development and maintenance of facilities related policies, procedures, and resource manuals.
• Coordinate with leadership and vendors regarding facility repairs, maintenance schedules, inspections, and service contracts.
• Maintain accurate facility documentation, records, and compliance files.

Fleet and Transportation Management

• Maintain agency vehicle inventory records, including ownership or lease status, insurance, registration, and maintenance schedules
• Coordinate vehicle purchases or leases in collaboration with Finance and leadership.
• Oversee routine vehicle maintenance and ensure staff adherence to vehicle use and maintenance policies.
• Manage day to day administration of the electric vehicle program, including charging station scheduling, usage tracking, and other needed infrastructure
• Administer fleet fuel card program, including policy enforcement, training, usage tracking, and vehicle billings support.
• Manage vehicle related invoices and maintain organized fleet documentation.
• Coordinate agency vehicle checkout processes and communicate fleet changes to relevant departments.
• Assist with development and updates of agency vehicle and transportation policies and staff training.

Safety, Security, and L&I Compliance

• Support and coordinate organizational safety and security activities, ensuring alignment with Washington State L&I requirements.
• Assist with maintaining written safety programs, procedures, and required documentation.
• Support Safety Committees by coordinating meetings, maintaining minutes, tracking follow up items, and reporting issues.
• Assist in incident reporting, tracking, and documentation, including coordination of corrective actions.
• Support safety related training for staff and managers, including required workplace safety topics.
• Assist with coordination and documentation of safety inspections, drills, and corrective actions.

Emergency Preparedness and Response

• Assist with development, maintenance, and implementation of organizational emergency policies and procedures, including natural disasters, facility emergencies, and safety lockdowns.
• Coordinate agency wide emergency drills and maintain related documentation.
• Support communication and coordination with designated emergency responders and leadership during planning and preparedness activities.
• Assist with training staff on emergency procedures and facility safety expectations.

Training, Documentation, and Administrative Support

• Assist with tracking safety related and facilities related training completion.
• Maintain organized electronic and physical records for facilities, fleet, safety, and emergency preparedness activities.
• Assist with audits, inspections, and reviews related to facilities, transportation, and safety compliance.

Perform other duties as assigned.

Job Requirements:

Physical Requirements:

This position normally requires standing, walking, bending, lifting, and performing work requiring low to moderate physical exertion, as well as talking and hearing, to perform job duties. These demands may be required up to 80 to 90% of the time.

Non Physical Requirements:

Education

• High School Diploma/GED required
• Associate's degree in Facilities Management, Business, Operations, or a related field preferred

Experience

• Two (2) years of experience in facilities coordination, fleet management, safety coordination, or similar operational role
• Experience working with safety programs, compliance documentation, or regulated environments preferred

Skills and Abilities

• Strong organizational and record keeping skills
• Ability to coordinate multiple projects and deadlines
• Strong written and verbal communication skills
• Proficiency in Microsoft Word, Excel, and related office software
• Ability to work collaboratively with cross departmental teams
• Demonstrated integrity, sound judgment, and attention to compliance

Licenses, Registrations, Certifications

• Valid Washington State driver's license and minimum required liability insurance for Washington State
• Must be deemed insurable as determined by Catholic Charities' insurance liability provider

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Work Schedule: Monday-Friday, 8:00am - 5:00pm

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.