Venture Community Services

Facilities Coordinator

US-MA-Sturbridge
2 weeks ago(12/5/2017 1:42 PM)
Job ID
2017-1895
Type
Regular Full-Time
Schedule
Monday through Friday 9-5
Category
Property Management

Overview

The Facilities Coordinator will report to the Vice President of Property Management and IT. This employee is responsible for coordinating the repair and maintenance needs of agency facilities, to include general and preventative maintenance and annual inspections, and providing administrative support to the Facilities Department. This position will be compensated on an hourly basis.

Responsibilities

  • Responsible for managing and processing emergency and routine requests for maintenance and repair work for all agency properties. Enters work orders into FieldAware facility maintenance software and coordinates with the Construction and Maintenance Supervisor for scheduling of the appropriate facility personnel or subcontractor.
  • Coordinate repair and replacement of agency appliances. Work with approved vendors to negotiate best prices, disposal, and delivery.
  • Contact and coordinate with utility companies for installation and repair or restoration of all utilities to include: telephone, electric, trash removal, and fuel and cable services.
  • Develops and processes landscaping and snow removal contracts for agency properties, and ensures vendors are adhering to the work stipulated in the agreement.
  • Assists the Vice President of Property Management and IT on new construction projects, renovations and major repairs as requested.
  • Maintains FieldAware facility maintenance software system and looks for additional ways to utilize this system to streamline facility department processes.
  • Maintain building and property information for each facility.
  • Examines contractor invoices for accuracy, follows through on descrepiences, and processes through to Accounting.
  • Prepare monthly repair and maintenance budget reports for all properties and review with the VP of Property Management.
  • Responsible for asset inventory and management for all Agency locations to include determining useful life and maintaining budgets for replacement.
  • Maintains agency lift inventory and is responsible for monitoring and ordering replacement parts. Coordinates lift repairs with the Construction and Maintenance Supervisor for scheduling of the appropriate facility personnel or subcontractor. Coordinates annual lift inspections.
  • Manage annual inspections of major systems for all locations such as HVAC, fire suppression, emergency generators, etc. Responsible for scheduling inspections with appropriate vendors and Venture staff, ensure proper documentation is maintained at each location and in the Facilities Department and follow through on inspection reports and recommendations.
  • Manage required DDS, CARF, town, and state inspections for each facility to include: scheduling inspections with appropriate vendors and Venture staff, ensure proper documentation is maintained at each location and in the Facilities Department and follow through on inspection reports and recommendations.
  • Maintain schedule for and participate in facility inspections with the goal of ensuring that programs are within licensure indicator guidelines as provided by the Office of Quality Enhancement. Follow through with immediate correction of any deficiencies found.
  • Coordinate and manage Energy Audits for residential programs.
  • Secure and maintain keys for all facilities making copies as needed or requested. Ensure that keys are property labeled and inventory monthly to ensure all keys are accounted for.
  • Establish and maintain agency Hazard Communication Program to include SDS plans for all facilities housed in properly labeled binders stored in appropriate areas at each location.
  • Prepare informational packets specific to each program and review with Residential House Managers at the home.
  • Work with the Entitlement Coordinator to follow-up on any reported facility issues within the required timeframes of the inspection report.
    • Organize and maintain facility files for all agency locations.
    • Provide recommendations to your supervisor regarding ways to improve the current systems
    • Observe all Agency policies and procedures
    • Accept responsibility and accountability as part of the position
    • Maintain a positive demeanor while successfully managing multiple priorities simultaneously.

     

    PHYSICAL AND MENTAL REQUIREMENTS:

    • Maintain CPR & AED certifications
    • Strong organizational and planning skills and the ability to quickly adapt form one situation to another 
    • Organized, dependable and even temperament; good phone manner.
    • Proficient in Microsoft Office and a working knowledge of office equipment.
    • Effective verbal and written communication skills
    • Strong interpersonal and communication skills, and the ability to work with a wide range of employees.
    • Must be able to bend, lift, stoop and reach to file.

Qualifications

 

 

MINIMUM ACCEPTABLE QUALIFICATIONS

  • At least one year office experience.
  • Basic understating of electrical, plumbing and general repairs.
  • Proficient in Microsoft Office and a working knowledge of office equipment.
  • Must be 21+ years old, have a High School Diploma or GED, a valid driver’s license, daily use of a car on site and be available by telephone for daily contact.

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