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Job Description: Facilities Coordinator

Pay: $58,000.00 to $60,000 annually (Exempt)

Employment Type: Full-Time

Job Summary:

We are seeking a detail-oriented and proactive Facilities Coordinator to oversee and manage the operational needs of group homes and associated facilities. This role ensures compliance, efficiency, and smooth operation of facilities-related activities, including inspections, maintenance, vendor management, and financial documentation. The Facilities Coordinator is critical in maintaining a safe, functional, and compliant environment for all properties under management.

Key Responsibilities:

1. Financial Management:

+ Maintain and reconcile receipts for credit card transactions (e.g., Home Depot, Valley Bank).

+ Assign funder and GL codes to vendor invoices.

+ Prepare check requests and purchase orders (POs).

+ Address and resolve invoice discrepancies and billing issues promptly.

2. Inspection and Compliance:

+ Ensure Life Hazard Inspection renewals and Certificates of Inspection are current.

+ Monitor and report group home violations or deficiencies to the Director of Facilities, ensuring timely resolution.

+ Conduct bimonthly internal group home inspections, providing follow-up with managers and stakeholders.

+ Attend inspections as required and maintain updated documentation for group homes, ATC, and schools.

3. Maintenance and Repairs:

+ Manage the Maintenance Facilities help desk to ensure timely resolution of all tickets.

+ Schedule and coordinate appliance repairs in collaboration with the maintenance team.

+ Ensure generator and Encore inspections are up-to-date and reports are distributed to group home managers.

+ Oversee alarm system issues, providing training and guidance to staff on proper protocols.

4. Vendor and Contract Management:

+ Obtain and review vendor quotes for group home needs.

+ Schedule and oversee vendor repairs and maintenance activities.

+ Manage contracts for snow removal, lawn care, and fire safety inspections.

5. Pest Control and Safety:

+ Monitor and track pest control visits, including bed bug management.

+ Ensure fire safety systems are regularly inspected and compliant with regulations.

6. Documentation and Communication:

+ Save and update all relevant documents for easy access and organization.

+ Provide regular updates and detailed reports to the Director of Facilities and other stakeholders.

7. Property and Tenant Management:

+ Collaborate with tenants of three affordable housing properties to ensure lease compliance.

+ Partner with the billing department to ensure timely rent payments.

+ Assist in managing maintenance requests and coordinating resolutions.

+ Support housing vacancies by identifying qualified candidates, reviewing qualifications, and facilitating move-ins and move-outs.

Qualifications:

+ Education: Bachelor’s degree preferred.

+ Experience: 5 years of experience in facilities management, operations, or a related field.

+ Skills:

+ Strong organizational and multitasking abilities.

+ Proficiency in Microsoft Office Suite and document management systems.

+ Excellent communication and problem-solving skills.

+ Knowledge of vendor and contract management is a plus.

Working Conditions:

+ Must be able to travel to group home locations as needed.

+ Availability for occasional after-hours emergencies.

Pillar Care Continuum is an Equal Opportunity Employer committed to fostering an inclusive and diverse workplace. We consider all qualified applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic.