TITLE: FACILITIES COORDINATORSTATUS: NON-EXEMPT, FULL TIME
REPORTS TO: DIRECTOR OF OPERATIONS
The Facilities Coordinator will join one of the largest shelter providers to homeless families in Massachusetts. Hildebrand is an independent nonprofit, 501(c) (3) organization that serves 300 homeless families each year. The organization helps families transition to self-sufficiency through the provision of emergency shelter, transitional support and stabilization, housing search, advocacy, and case management. Hildebrand operates over 126 units of emergency shelter via scattered sites and congregate living programs in several communities throughout the region; and operates two permanent housing buildings in Boston and Cambridge. The Facilities Coordinator will be a member of a team in an organization of 70 employees with a $6 million operating budget.
Under the general supervision of the Director of Operations, the Facilities Coordinator supports the facilities maintenance team by completing all clerical and administrative functions necessary for operating and reporting to ensure a successful maintenance delivery system and other functions of the Facilities Department.
- Work directly with the Facilities Manager to coordinate and plan daily work plans.
- Receive, process, and triage all work orders including emergency and routine requests pertaining to congregates, scatted sites, and administrative offices.
- Coordinate client move-ins and move-outs with Assistant Director of Programs and Case Managers.
- Receive and place phone calls and emails associated with the work-order system and the maintenance delivery system.
- Complete written work-orders forms and exercise a level of independent judgment on urgent facility requests (i.e. lock change requests, broken windows, etc.) and dispatches accordingly.
- Track, enter, and update all data in computerized work order logs: including monthly logs, extermination logs, Make Ready Manager, and call-back/follow-up logs on a daily basis to ensure work-order completion and client satisfaction.
- Maintain timely, concise communication with all departments on work-orders status.
- Make follow-up phone calls to clients, congregate houses, building owners, landlords and management companies for work order completion status.
- Prepare weekly progress reports to service requestors.
- Follow up with the maintenance staff on work-orders that are due within the respective time frame for completion as well as work-orders that are overdue.
- Complete other miscellaneous functions and duties to assist with the operations of the Facilities department.
- Provide desk coverage to the receptionist as needed.
To perform this job successfully, an individual must be able to perform the essential functions satisfactorily as well as possess the knowledge, skills and adaptability required as listed below:
High school diploma or GED.
Minimum of 2 years working in an office setting performing data entry and providing customer service.
Skilled in the use of MS Word and MS Excel.
Excellent verbal and written communications skills.
Ability to work with minimum direction.
Ability to successfully manage several projects simultaneously.
Must also be a strategic thinker and problem solver.
Experience working under pressure, meet aggressive deadlines and make sound decisions.
Experience using discretion when dealing with confidential information.
Bilingual Spanish/English a plus.
While performing the duties of this job, the employee is frequently required to; sit, use hands, talk, hear, stand, walk, bend, and carry/lift up to 50 pounds.
This is a full-time position requiring 40 hours per week.
As with all Hildebrand staff positions, a CORI check is required.
As with all Hildebrand staff positions, there is a 90-Day evaluation period.
A competitive salary and benefits are offered.
Job description subject to change for organizational development or personal growth purposes.
Hildebrand is a diverse workplace, and proud equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.