Operations Support Coordinator - Facilities

Position Summary

The Operations Support Coordinator – Facilities serves as Hope Services' primary liaison between Hope Services and the outsourced facilities management provider. This position is responsible for coordinating day-to-day facilities activities, managing the Noda-Fi work order system, maintaining all facilities-related records, monitoring vendor performance, and ensuring service levels are achieved across all Hope Services locations. The role focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively.

Essential Duties and Responsibilities

Vendor Coordination

• Serve as the primary point of contact between Hope Services and the outsourced facilities management provider.
• Ensure work orders are assigned appropriately.
• Monitor vendor response and completion times.
• Coordinate site access for vendors.
• Escalate unresolved or critical issues to the CFO.
• Conduct regular service review meetings with the outsourced facilities management provider.

Noda-Fi Facilities Management System

• Administer the Noda-Fi Facilities Management System.
• Review work order status daily.
• Monitor SLA compliance.
• Verify work order completion.
• Generate weekly and monthly management reports.
• Track recurring maintenance trends.

 Facilities Records Management

Maintain a centralized repository for all facility records including:

• Leases
• Certificates of Occupancy
• Building permits
• Site plans
• Floor plans
• Fire inspections
• Fire alarm reports
• Fire sprinkler reports
• Elevator inspections
• HVAC maintenance
• Backflow inspections
• Generator inspections
• Environmental reports
• ADA documentation
• Insurance certificates
• Vendor contracts
• Preventive maintenance records
• Warranty information
• Equipment manuals
• Facility operating documentation

Ensure all records remain current, organized and audit-ready.

Vendor Contract Administration

• Maintain vendor contact information.
• Track contract expiration dates.
• Monitor insurance certificates.
• Track contract renewals.
• Coordinate vendor onboarding documentation.
• Assist the CFO with contract administration.
• Maintain service level performance reports.

Utility Coordination

Coordinate with Accounting regarding:

• Electric accounts
• Gas accounts
• Water accounts
• Sewer accounts
• Internet services
• Utility account documentation

Preventive Maintenance Coordination

• Monitor preventive maintenance schedules.
• Coordinate access with program locations.
• Verify scheduled maintenance has been completed.
• Maintain preventive maintenance records.
• Report overdue maintenance activities.

Compliance Support

Maintain documentation supporting compliance with:

• Fire & Life Safety
• ADA
• OSHA
• Local Building Codes
• Environmental regulations
• Joint inspections
• Insurance requirements

Prepare documentation for audits, CARF surveys and regulatory reviews.

Capital Projects Support

• Coordinate communication between Hope Services and contractors.
• Maintain project files.
• Track project schedules.
• Maintain warranty documentation.
• Coordinate close-out documentation.
• Support project reporting.

Customer Service

• Respond promptly to facility requests.
• Communicate project status with program managers.
• Resolve customer concerns.
• Coordinate emergency response communications.
• Maintain high customer satisfaction.

Other duties as assigned.

Qualifications required

• Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.
• Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
• Experience working with computerized maintenance management systems (CMMS) preferred.
• Experience managing records and regulatory documentation.
• Or an approved combination of education and work experience.
• Valid California Driver's License and a clear driving record.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.

Knowledge and Skills preferred

• Strong written and verbal communication skills.
• Knowledge of vendor relations, procurement processes, contract performance monitoring, contract administration practices, including contract tracking, compliance, and document maintenance.
• Knowledge of records management principles, including document retention, confidentiality, and organized filing systems.
• Ability to coordinate multiple projects, prioritize tasks, and manage timelines to support successful project completion.
• Strong customer service and interpersonal skills, with the ability to communicate professionally and build positive working relationships.
• Ability to collect, analyze, and present information through clear, accurate, and well-organized reports.
• Knowledge of regulatory compliance requirements and documentation practices to ensure adherence to applicable laws, regulations, and organizational policies.
• Knowledge of document control processes, including version control, document review, distribution, and records maintenance.
• Strong analytical and critical thinking skills with the ability to identify issues, evaluate options, and develop effective solutions.
• Exceptional attention to detail with a commitment to accuracy, consistency, and quality in all work performed.

Physical Requirements

This position is primarily office-based with periodic travel to other Hope Services locations. The employee might be occasionally required to inspect facilities and access mechanical rooms, rooftops and equipment areas. May lift up to 25 pounds occasionally. Occasional exposure to outdoor weather conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.