Job Description

Overview

JOB SUMMARY:

Operating under general supervision, the Facility Coordinator carries out a range of specialized administrative and office support duties. Key responsibilities include creating and maintaining specialized department reports, files, and tracking systems, while interfacing with C-Suite personnel and executing related duties as assigned. The role demands proactive administrative support and a strict commitment to confidentiality.

Responsibilities

Key Responsibilities

• Maintain, establish, and organize manual and automated filing systems to ensure accurate tracking, updates, and rapid retrieval of records and departmental documentation.
• Serve as a primary point of contact for visitors and telephone inquiries; deliver excellent customer service by greeting guests promptly and professionally handling all interactions with tact, discretion, and courtesy.
• Administer and maintain the department Purchase Order (PO) system, CER tracking program, and contract tracking programs (e.g., architectural, engineering, construction, and operational), keeping management informed of status updates.
• Organize, track, and maintain comprehensive project documentation, including Insurance, Performance Bonds, RFPs, Scopes of Work, IOR Daily Inspections, OSHPD Field Reviews, change orders, and project costs in both hard and soft copies.
• Create, update, and manage departmental spreadsheets and logs to monitor construction, remodel, and facility renovation projects, recommending procedural or logging improvements as appropriate.
• Coordinate departmental activities with leadership, schedule required meetings (e.g., safety, construction, education), prepare necessary materials, and accurately transcribe meeting minutes.
• Assist with the preparation and gathering of data for Utilization Management, Environment of Care (EOC) assessments, and Preventive Maintenance compliance reports, providing timely updates to the Director on outcomes or issues.
• Provide general administrative and clerical support, including completing photocopying, managing incoming telephone calls by the 3rd ring, and participating in departmental projects, meetings, and in-services.

Perform other related duties as assigned.

Qualifications

Education, Experience, & Training

• Possess a high school diploma or equivalent qualification.
• Hold NFPA, NEOC, or EOC certifications, or demonstrate comparable professional industry experience.
• Demonstrate proficiency operating standard office equipment, including computer systems, multi-line telephones, copiers, fax machines, and desktop printers.

Exhibit strong written and verbal communication skills to interact professionally across all organizational levels.