Facilities Coordinator

WORKFORCE SOLUTIONS Position Title: Facilities Coordinator FLSA: Non-ExemptDepartment: Corporate Administration Salary Grade: 2 Position Type: Full-timePOSITION PURPOSE:Works under the direction and limited supervision of the IT Operations Manager with considerable latitude for the use of initiative and independent judgment, within the limits of standard policies and procedures. Performs complex property inventory work and has overall responsibility for maintenance operation activities in the corporation. Work involves issuing and receiving property items; and assisting in maintaining property inventory records and historical records maintenance; assigning, recording, and affixing property numbers to equipment; and conducting property inventory if appropriate. This position is the designated 504 Coordinator and Property OfficerESSENTIAL FUNCTIONS AND BASIC DUTIES:• Perform 504 Coordinator functions as per section §32.7 of the Rehabilitation Act of 1973 to include, but not limited to accessibility surveys, on-site inspections and troubleshooting issues with accessibility.• May conduct or coordinate accessibility surveys.• Perform on-site inspections.• Address or make recommendations with issues related to accessibility.• Follow up on accessibility issues with landlords and Internal/External monitors.• May be required to attend meetings and/or workshops (local and out of area) from time to time and work extra hours as deemed necessary.Oversee the maintenance of Workforce Solutions offices.• Oversee the maintenance of the corporate office and WFS leased buildings.• Perform minor repair work or contacts vendors to perform repairs.• Utilize a checklist to conduct facility walkthroughs.• Respond to repair work order requests for all WFS centers.• Confers with contractors to resolve problems in the installation of new equipment and assist in the set-up of new centers and center moves.• Confer with supervisor and other department heads to plan preventive maintenance programs and schedule inspections and major overhauls as needed.• Serve as the primary contact for janitorial crew to ensure all contractual obligations are met.• Main contact for security companies as they relate to facility security (i.e., building alarm codes and keys).• Assists with the setting up of major WFS events (i.e., job fairs, media events, forums, etc.) that include the movement or transport of equipment, furniture, or meeting materials.Maintain inventory records:• Assumes the responsibilities of the TWC designated Property Officer for Workforce Solutions.• Will serve as the primary WFS asset check out for items such as cellphones, laptops, and other equipment.• Conducts physical inventory of property and maintains inventory database on WFS designated software.• Maintains inventory database on WFS designated software.• Follows up on exceptions noted during the inventory process.• Maintains all corporate warehouse inventory and related records for disposition of assets as needed.• Prepares and updates monthly inventory report of transactions (i.e., purchases, adjustments, transfers, and additions).• Receive materials/equipment ensuring it meets the order specifications, and review delivery instructions information, such as recipient name and center.• Deliver goods for Board office and WFS Centers as needed.• Record information, such as items received and delivered.Monitor progress of work on major repairs to ensure work quality and timeliness.• Communicate expectations to contractors.• Monitor progress and report findings to Finance Manager.• Ensure projects are completed according to contracted plans.• Review and observe progress of work on major repairs to evaluate work quality.General clerical office duties• Contact vendors to resolve received order(s) discrepancies.• Serve as the backup for the procurement technician.• On occasion, they may contact vendors to receive quotes for goods and services.• Maintain and distribute office, janitorial, and printing supplies to all offices.• Prepare and submit purchase orders (POs) for approval to management and issue POs to vendor.• Serve as secondary single point of contact (SPOC) for facilities and telecommunication work orders as needed.GENERAL QUALIFICATIONS:Education / CertificationGraduation from a standard senior high school or equivalent is required.Experience RequiredTwo years of experience in property inventory, record management, and related clerical work, as well as building and grounds maintenance are required.Knowledge, Skills, and Abilities ReviewJob Knowledge:The depth and breadth of know-how to perform essential duties and functions of the job. The level of compliance with degree, certification, and training requirements. Understanding of how individual job performance furthers organizational objectives. I am willing to update and expand my skills, knowledge, and training.Attention to Detail:The level at which tasks are performed carefully, accurately, and in accordance with specific instructions. Consistency of work quality and compliance with standards, requirements, and expectations. The tracking of numerical data and detailed organizational.Problem Solving:The ability to predict, recognize, and define problems. Skill in generating, selecting, and implementing timely and meaningful solutions.CommunicationThe ability to effectively converse and listen to others concerning company matters. The use of proper written and grammatical skills, and the meaningful application of computer technology [e-mail, Internet, etc.].InitiativeThe ability to perform job responsibilities independently and responsibly. The ability to proactively complete tasks, solve problems, improve processes, enhance products, and/or extend services within assigned range of authority.ConfidentialityThe ability to preserve sensitive and important information or data. Confidential information is not revealed outside of the company, except as necessary in the ordinary course of business.Professionalism:The degree to which the employee demonstrates and conveys a favorable image when representing the company. The level of honesty, integrity, and confidentiality along with proper standards of professional dress.Attendance:The number of absences [excluding vacation and legally required leave] regardless of reason. Also includes the number of times travelling to work or returning from lunches and breaks.PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION:The following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.Finger Dexterity:Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.Average Visual Abilities:Average, ordinary visual acuity is necessary to prepare or inspect documents or products or operate machinery.Physical Strength:Exerts up to 50 lbs. of force occasionally and up to 20 lbs. frequently.Climbing:Including ladders, scaffolding, ramps, poles, etc. (Choose this factor if the amount and type of climbing is more than that needed for ordinary movement such as climbing stairs to the second floor.)StoopingBending downward and forward at the waist. Requires full use of lower extremities and back muscles.PullingUsing upper body to draw, drag, haul, or tug objects.WORKING CONDITIONS:• No hazardous or significantly unpleasant conditions (typical office or administrative work).• Workers must be able to travel/transport themselves to designated sites as assigned and must have a valid drivers license and current automobile liability insurance.• Some out of the area travel is required to attend work-related meetings, conferences, or training.MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION:Ability to communicate distinctly with appropriate pauses and emphasis, correct pronunciation, and variation in word order using present, perfect, and future tenses in English is required. Ability to communicate in Spanish is preferred.INTENT AND FUNCTION OF JOB DESCRIPTIONSThe job descriptions assist the organization in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate individuals with disabilities. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Created: 2025-07-04