Facilities Coordinator

About Our House, Inc.

We provide healthy, stimulating, and inclusive environments for individuals with intellectual and developmental disabilities (IDD). We support individuals in building independence, stability, and meaningful lives through residential, day, and community-based services.

Position Summary

The Facilities Coordinator supports the day-to-day operations of our residential properties and administrative locations, ensuring they remain safe, compliant, organized, and well-maintained. This role involves coordinating work orders, vendors, compliance activities, inspections, fleet tracking, and preventive maintenance programs.

Required Schedule

Full-Time: Monday through Friday
Following successful completion of the 90-day evaluation period, employees may be eligible for a remote work opportunity on Fridays.

Employee Benefits

• Medical, prescription, dental, and vision insurance
• Life & Accidental Death insurance
• Generous paid time off (vacation, personal, and sick time)
• Flexible Spending Account (FSA)
• Matching 401(k) retirement plan
• Pet insurance
• Legal Shield
• Supplemental insurance plans
• Tuition Assistance
• Public Service Student Loan Forgiveness (PSLF) eligibility

Requirements

• Minimum of 2–5 years of experience in facilities coordination, property management, maintenance operations, or related field
• Experience supporting multi-site residential or commercial environments preferred
• Strong organizational, communication, and multitasking skills
• Ability to manage multiple priorities in a fast-paced operational environment
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Experience with work order management systems (UpKeep or similar preferred)
• Valid driver’s license required
• Ability to maintain professionalism and responsiveness during urgent operational situations

Skills

• Coordination and management of daily work orders
• Supporting preventive maintenance programs and operational scheduling
• Maintaining records related to repairs, equipment, warranties, and service history
• Assisting with routine property inspections and follow-up actions
• Generating reports related to maintenance trends and response times
• Supporting documentation and tracking of capital improvement projects
• Scheduling and coordinating vendors for maintenance, inspections, and repairs
• Obtaining quotes and required vendor documentation including insurance and W9 forms
• Tracking vendor timelines, service completion, and performance
• Coordinating recurring property services such as landscaping, pest control, and snow removal
• Aiding in maintaining compliance with OSHA and state/local safety requirements
• Assisting with inspections including fire systems, alarms, sprinklers, and safety systems
• Maintaining organized compliance files and inspection documentation
• Supporting preparation for insurance, regulatory, and licensing inspections
• Managing Life Hazard Use (LHU) registrations through the New Jersey Department of Community Affairs, including tracking annual registration requirements, coordinating submissions and payments, maintaining registration and invoice records, and ensuring updated certificates remain accessible and compliant
• Supporting response coordination during facility-related emergencies
• Communicating effectively with leadership, vendors, and program staff during urgent situations
• Participating in on-call operational support as needed, including weather-related emergencies and snow removal assistance
• Frequent travel between multiple agency locations within approximately a 40-mile radius
• Ability to walk properties, climb stairs, and complete inspections
• Ability to occasionally lift up to 25–50 pounds
• Ability to work indoors and outdoors in varying weather conditions