Operations & Facilities Coordinator

About the role

You will play a critical role, working closely with the Director of Operations and senior management staff. The coordinator is the first point of contact for all external vendors, maintenance, janitorial staff, and delegate employees seeking assistance or support in facilities management. This role manages office functions and provides administrative support to the operations department and its Director.

Responsibilities

• Works in concert with the Director of Operations and Departmental Managers to develop and uphold operational procedures, implement strategic initiatives, and complete projects that impact the Company’s business objectives.
• Supports Director of Operations and Operations Department in meeting all program or company-wide goals.
• Serves as the initial point of contact for all submitted service tickets, emails, and general facility requests regardless of location, including troubleshooting problems.
• Establishes and prioritizes work orders in the ticketing system, communicates and assigns work orders to technicians, and provides reports on open and closed work orders.
• Liaises with contractors to assure stated work is completed properly.
• Maintains the plans for fire evacuation and disaster response and serves as the facility emergency response coordinator.
• Responds to all emergencies and coordinates with municipal departments as the emergency liaison.
• Coordinates with the Learning and Development team to communicate emergency plans and fields urgent issues with building engineers.
• Supports and facilitates communication and action between departments.
• Ensures timely and quality service delivery to clients, including following up to ensure customer satisfaction.
• Provides administrative support to the Operations team, maintains and updates administrative policies and processes.
• Maintains contracts for all utilities, communications, storage, cleaning services, and trash removal.
• Establishes and maintains listings of all lease-required services, such as Preventative Maintenance Agreements.
• Maintains up-to-date records, including vendor/contractor lists and files, in all formats.
• Purchases technology, janitorial, and building supplies, and issues company supplies to personnel while maintaining inventory.
• Prepares internal billbacks and documents for all spending-related activities.
• Maintains and manages purchase orders and expense reporting.
• Maintains inventories and ensures responsible use of supplies and equipment, including corporate purchasing and credit cards, mail handling, correspondence, events/meeting planning, and contact database management.
• Maintains all technology equipment and software, including printers, copiers, desktop computers, laptops, and AV equipment.
• Performs computer maintenance, updates, imaging, loads approved software, and troubleshoots computer issues in concert with the contracted IT vendor.
• Maintains the transportation fleet, obtains insurance cards and vehicle registrations, and ensures motor vehicle inspections are conducted.

Requirements

• A high school diploma, GED, or HSED required; associate degree preferred.
• Minimum of three (3) years of customer service experience required; experience in a large office environment, supporting multiple locations, or in a school is a plus.
• Experience using databases required; use of a ticketing portal or scheduling software preferred.
• Project management experience preferred.
• Certified Playground Safety Inspector (CPSI) preferred but not required.
• Physical exam and background checks are required for this position.
• Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.
• Must have a valid driver’s license and/or reliable transportation.

Pay

$66,327 annually.

Benefits

• Medical, Dental, and Vision Insurance with multiple plan options.
• Health Savings Account (HSA) with company contributions up to $800 annually.
• Flexible Spending Accounts (FSA) for health and dependent care expenses.
• 401(k) Retirement Plan with up to 4% company match and immediate vesting.
• Company-paid Short-Term and Long-Term Disability and Basic Life Insurance.
• Up to $500 per year in Professional Development Reimbursements.
• Employee Assistance Program (EAP) with counseling and mental wellness support.
• Wellness Programs, including virtual fitness, nutrition, and mindfulness classes.
• Pet Insurance, Legal Assistance, ID Theft Protection, and Employee Discount Perks.
• Average of 5 weeks of paid time off during the 1st year of employment.