Facilities Coordinator

We are a mission-driven community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person. If you are ready to advance your career while making a difference, we encourage you to join us as a Facilities Coordinator and help shape the future of healthcare.

About the role

This position has been approved to be Full Office. If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum.

The Facilities Coordinator will provide coordination and administrative support to the Facilities, Construction, and Environmental Health & Safety (EH&S) departments with day-to-day facilities operations and construction project coordination. You will coordinate activities, work with furniture vendors, handle office supplies, and support emergency plans. You will also serve as a liaison between employees, management, and external vendors/contractors for various projects and administrative tasks.

Responsibilities

• Facilities Program Coordination and Support (55%)
  • Participate in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity, and accountability.
  • Assist the team in carrying out department responsibilities and collaborate with others to support short- and long-term goals/priorities for the department.
  • Coordinate and ensure the completion of all facilities-related activities as assigned and assist with EH&S related activities as needed.
  • Coordinate with furniture vendors, Facilities, and IT team members to assist with company-wide additions, moves, and changes.
  • Work with furniture vendors and assist with the coordination of installations and deliveries.
  • Oversee asset tagging and asset disposal protocols for all furniture.
  • Monitor vendors and suppliers, ensuring compliance with scopes of work and contract terms.
  • Maintain vendor contact information current for all Facilities contracted service vendors and manage furniture warranties.
  • Support meeting management by monitoring and scheduling calendars, allocating sufficient time for room setups and delivery of necessary equipment.
  • Coordinate bi-monthly staff meetings, prepare and distribute clear agendas, actionable takeaways, and follow-up items.
  • Order office and building supplies for the Facilities department.
  • Support the Director and Program Manager with processing construction invoices for payment.
  • Assist Facilities with processing accounts payable, generating requisitions, generating and following up on work orders, preparing scopes of work, and planning space utilization.
  • Monitor CalOptima Health's off-site equipment, furniture, and document storage, including ensuring document inventories are always kept current.
  • Respond to internal 911 calls and coordinate appropriate responses to emergencies.
  • Assist with emergency preparedness protocols, staff training, and manual updates.
  • Support annual policy reviews and updates for both Facilities and EH&S departments.
  • Track and ensure timely payments for post office boxes.
  • Track postage meter balances and ensure postage is reloaded in a timely manner to avoid mailroom disruption.
  • Assist with the mass notification systems and coordinate regular meetings with the appropriate departments.
  • Maintain lost and found procedures.
• Project Support (40%)
  • Assist the Director and Program Manager by managing project documentation workflow including requests for information (RFIs), submittals, architectural drawings, and change orders.
  • Coordinate recurring project meetings, draft agendas, record detailed meeting minutes, and track action items to ensure project timelines are met.
  • Assist in processing general contractor and vendor pay applications, tracking lien waivers, reviewing invoices, and tracking material and equipment deliveries.
  • Coordinate necessary city permits, licenses, and vendor insurance certificates.
• Other (5%)
  • Complete other projects and duties as assigned.

Requirements

• High school diploma or equivalent PLUS 2 years of administrative support experience in facilities management or property management required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position may also be qualifying.
• 1 year of professional experience in commercial construction administration and project coordination required.
• Experience with construction management software such as Procore (or equivalent) required.

Qualifications

The ideal candidate may also possess the following:

• Bachelor's degree in business administration, finance, construction management, or related field.
• International Facility Management Association (IFMA) Certified Facility Manager (CFM) or Facilities Management Professional (FMP) designation.
• Real Property Administrator (RPA) or Certified Property Manager (CPM) designation.
• Experience working in a public sector environment.

Skills

• Develop rapport and establish and maintain effective working relationships with leadership, staff, and external contacts at all levels and with diverse backgrounds.
• Work independently and exercise sound judgment.
• Communicate clearly and concisely, both orally and in writing.
• Work a flexible schedule; available to participate in evening and weekend events.
• Organize, be analytical, problem-solve, and possess project management skills.
• Work in a fast-paced environment and in an efficient manner.
• Manage multiple projects and identify opportunities for internal and external collaboration.
• Motivate and lead multi-program teams and external committees/coalitions.
• Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job-specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.

Physical Requirements

• Ability to visually read information from computer screens, forms, and other printed materials.
• Ability to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling, and prolonged sitting.
• Lifting and moving objects, patients, and/or equipment more than 50 pounds.

Work Environment

If located at the 500, 505 Building or a remote work location:

• Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

If Located At PACE:

• Work is typically indoors in a clinical setting serving the frail and elderly.
• There may be harmful or hazardous environmental conditions present for this job.
• The noise level in this work environment is usually moderate to loud.

If Located In The Community:

• Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
• Employee will occasionally work outdoors in varied temperatures.
• There may be harmful or hazardous environmental conditions present for this job.
• The noise level in this work environment is usually moderate to loud.

Pay

Our current hiring range is: Pay Grade: 304 - $53,813 - $80,720 ($25.87 - $38.8077 per hour). The final salary offered will be based on education, job-related knowledge and experience, skills relevant to the role, and internal equity among other factors.

Benefits

• A comprehensive benefits package.
• CalPERS pension program and additional retirement packages.
• A generous PTO program.
• A quality work-life balance.
• Various wellness programs.
• Tuition Reimbursement.
• Professional development opportunities.
• Career development opportunities.
• Flexible scheduling.
• The satisfaction of knowing your work directly impacts and improves healthcare access for thousands of individuals and families.