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FACILITIES COORDINATOR (Bilingual Spanish/English Preferred)

Comunidades Latinas Unidas En Servicio
Job Description
Location(s): Saint Paul, MN; Minneapolis, MN
 
Coordinates general office and facilities management support including safety and security, as well as facilities use, maintenance, and repairs. Maintains security systems and manages security access for staff. Responsible for general agency supply purchasing. Manages agency use and distribution of technology with CLUES’ IT managed services provider. Acts as liaison between CLUES and all facilities, office supply, and IT vendors/contractors. Primary contact for tenant(s) for all maintenance and facility security concerns. Must be able to work from and travel between office sites as needed to respond to facilities needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES
 
 
Facilities Coordination
 
  • Manage all facilities maintenance and repair with contractors, building owners, property management companies, and other parties as appropriate, including but not limited to: basic facility upkeep & repair, landscaping, flags, fencing, irrigation, snow removal, lot maintenance, pest control, HVAC, electrical, low voltage, plumbing, natural gas, waste management, cleaning and janitorial services, security, fire safety, elevator maintenance, etc.
  • Receive emergency maintenance calls 24 hours a day, 7 days a week from tenant(s) and respond effectively within 24 to 48 hours to all maintenance, security and facilities related requests as appropriate.
  • Ensure CLUES facilities and operations comply with all applicable building and fire codes to ensure CLUES passes all such inspections with no violations– includes ensuring clean bills of health awarded by city fire inspectors. Maintain facilities and properties in compliance with ADA regulations.
  • Manage facilities use, including support for the room reservation system and office moves when necessary. Issue and coordinate set-up of office space for new staff. Manage facilities and provide support for special events.
  • Manage parking lot use, including issue of parking permits to staff and tow service to remove unauthorized vehicles when appropriate and necessary.
  • Maintain proper and required signing for all facilities and property. Print/post nameplates for staff.
  • Manage purchase and disposal of office furniture and fixtures as necessary.
  • Manage proper storage and retention of physical documents, including archives for agency. Manage secure destruction of aged archives when appropriate.
 
Safety & Security 
 
  • Coordinate with vendor(s) to maintain security systems and access control, including alarm system, doors, and cameras.
  • Issue, manage & track access to facilities, including alarm access codes, key fobs and keys. Promptly disables access of terminated staff.
  • Respond immediately and appropriately to all alarm system monitoring center calls 24 hours a day, 7 days a week and report any calls that are not false alarms to supervisor.
  • Review video surveillance in a timely manner when incidents occur and provide recordings when possible and necessary.
  • Work with Human Resources on Workplace Emergency & Safety Guidelines, Procedures & Policies and aid in communication to and training of staff.
  • Communicate all safety concerns and make recommendations for safety and security improvements to supervisor. Promptly report all incidents to supervisor, including but not limited to: workplace injury (also report to Human Resources), suspicious activity, medical emergencies, and emergency calls to 911.
  • Participate as an active member of CLUES Safety Committee.
  • Act as one of CLUES’ emergency contacts for staff.
Office Coordination
 
  • Manage agency supply purchasing, including, but not limited to: general office supplies, printed & branded materials (CLUES letterhead, envelopes, business cards, polos, etc.), break room and janitorial supplies, and toner/printer ink.
  • Manage, review and approve office supply, facilities & IT related billing as designated and send to Accounting for processing. Seek approval from supervisor for non-routine billing.
  • Assist with and/or process staff IT set-up including network access (email & user accounts) as well as issuing of phone extensions.
  • Manage vendor response to service requests to resolve immediately and urgent needs related to supply, facilities or IT services.
  • Coordinate with IT managed services provider and other IT vendors to ensure operable IT infrastructure (voice and data connectivity, etc.), technology systems, hardware equipment (including phone system, servers, computers, monitors, thin clients, laptops, multi-functional printers, etc.), and software.
  • Manage purchase, tracking (inventory), issue, collection and disposal of technology equipment for departments and staff. Seek approval for purchases as appropriate. Coordinate electronic recycling and secure destruction of old/outdated IT equipment, computers, etc. Report equipment disposal to Accounting as needed for asset depreciation tracking purposes.
  • Manage IT and Facilities projects as assigned. Support facilities and other administration project management efforts, such as expansions, new construction, build-outs, and changes in technology infrastructure.
  • Work closely with the Executive Assistant and other appropriate staff to manage logistics, including refreshments, equipment/technology, and room set-up and take-down for important administration department meetings such as Board meetings and Board committee meetings. Also provide set-up and take-down support and logistical coordination for major CLUES events or other important meetings as assigned.
  • Support IT and facilities related HIPAA compliance and client confidentiality efforts. Maintain client confidentiality in accordance with HIPAA, agency policies and other applicable laws, regulations and ethical standards.
  • Pick-up and deliver, and/or transport equipment, technology, supplies, and other items between sites as needed. Utilize contracted support as appropriate for hauling heavy equipment and large items.
  • Support supervisor to negotiate contracts with IT and facilities maintenance vendors and contractors as appropriate. Ensure vendor contracts and agreements are maintained in compliance with agency policies (e.g., updated certificates of insurance on file when necessary, etc.).
  • As appropriate, promote the mission, operating values, and agency services of CLUES within the community.
  • Carry out all other duties as assigned by supervisor.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Other duties or tasks may be assigned as required. Management may modify, change or add to the duties of this description at any time without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  
 

QUALIFICATION REQUIREMENTS
 
Education, Experience & Key Abilities*
 
  • High school diploma or GED required. Associates or bachelor’s degree preferred.
  • Office/administrative experience required.
  • Facilities management experience preferred.
  • Project management or coordination experience preferred.
  • Experience working as a liaison with external vendors and contractors preferred.
  • Strong customer service and interpersonal communication skills required.
  • Must be highly proficient with computer technology.
  • Must be well organized and capable of multi-tasking efficiently.
  • Bilingual in Spanish and English preferred, with cultural awareness and sensitivity required.
  • Highly proficient working knowledge of email software, the Internet, databases, and common Windows-based programs, including Microsoft Office Word, Excel and PowerPoint required.
*May except equivalent combination of education and experience. 
 
Language Skills
 
  • Effective communication in English, both verbally and in writing, required. Bilingual in Spanish and English preferred. 
 
 
WORKING CONDITIONS
 
Background check
 
  • Must pass a criminal background check and driving record check. As a condition of continued employment, staff person may be required to submit to periodic re-verification of these background checks.
 
Transportation
 
  • Must have a reliable motor vehicle for independent transportation, valid driver’s license, proof of automotive insurance, and maintain a good driving record. Must submit to and pass annual recertification of compliance with CLUES Automobile and Transportation Policy and driving record check.
Contact Information