Z TEMP - Facilities Coordinator, Construction and Projects

Duties & Responsibilities

• 55% - Facilities Program Coordination and Support
• Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
• Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
• Collaborates with others to support short- and long-term goals/priorities for the department.
• Coordinates and ensures the completion of all facilities related activities as assigned and assists with EH&S related activities as needed.
• Coordinates with furniture vendors, Facilities and IT team members to assist with company-wide additions, moves and changes.
• Aids in the coordination of installations and deliveries.
• Oversees asset tagging and asset disposal protocols for all furniture.
• Maintains vendor contact information current for all Facilities contracted service vendors and manages furniture warranties.
• Supports meeting management by monitoring and scheduling calendars, allocating sufficient time for room setups and delivery of necessary equipment.
• Coordinates bi-monthly staff meetings and agendas.
• Orders office and building supplies for the Facilities department.
• Supports the Program Manager with processing construction invoices for payment.
• Supports Facilities with processing accounts payable, generating requisitions, generating and following up on work orders, preparing scopes of work and planning space utilization.
• Maintains lost and found procedures.
• 40% - Project Support
• Assists the Program Manager by managing project documentation workflow including requests for information (RFIs), submittals, architectural drawings and change orders.
• Coordinates recurring project meetings, drafts agendas, records detailed meeting minutes, and tracks action items to ensure project timelines are met.
• Aids in the processing of general contractor and vendor pay applications, tracking lien waivers, reviewing invoices and tracking material and equipment deliveries.
• Coordinates necessary city permits, licenses and vendor insurance certificates.
• 5% - Other
• Completes other projects and duties as assigned.

Minimum Qualifications

• A 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 such as those listed above 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) and Bluebeam required.

Preferred Qualifications

• A bachelor’s degree in business administration, finance, construction management or related field.
• An International Facility Management Association (IFMA) Certified Facility Manager (CFM) or Facilities Management Professional (FMP) designation.
• A Real Property Administrator (RPA) or Certified Property Manager (CPM) designation.
• Experience working in a public sector environment.
• Knowledge and ability to develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to work a flexible schedule; available to participate in evening and weekend events.
• Ability to organize, be analytical, problem-solve and possess project management skills.
• Ability to manage multiple projects and identify opportunities for internal and external collaboration.
• Ability to motivate and lead multi-program teams and external committees/coalitions.
• Ability to 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.