Facilities Administrative Coordinator

Kitsap Mental Health Services•Bremerton, WA

1d•Onsite

About The Position

Kitsap Mental Health Services (KMHS) is seeking a Facilities Administrative Coordinator to support the daily operations of the Facilities Department. The position helps keep facilities and fleet activities organized, compliant, and responsive to agency needs, providing administrative support for projects, vendors, and operational priorities. The coordinator manages department scheduling, correspondence, records, meetings, fleet administration, vendor and contractor coordination, and documentation related to permits, inspections, licensing, facility projects, and regulatory matters. The role also supports purchasing and invoice processing, maintains department tracking tools, responds to routine inquiries, monitors requests, and provides general administrative support to the Facilities Director and department. The position is full-time and on-site in Bremerton, Washington.

Requirements

High school diploma or GED.
At least three years of relevant administrative or office coordination experience.
Proficiency with Microsoft 365.
Meet agency driving requirements: be at least 21 years old, have been licensed for at least three years, successfully complete a motor vehicle history check, maintain a current valid Washington State driver's license, and have reliable, insured transportation.
Working knowledge of general administrative and office management practices, including document preparation, recordkeeping, scheduling, and file management.
Knowledge of basic facilities operations, maintenance terminology, and work-order processes, or ability to quickly develop this knowledge.
Knowledge of basic fleet management practices, including vehicle records, maintenance scheduling, insurance documentation, and utilization tracking.
Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, SharePoint, and OneDrive.
Strong organization and ability to manage multiple assignments, deadlines, meetings, and competing priorities.
Strong written communication skills, including drafting professional correspondence, summaries, forms, and other business documents.
Effective and professional verbal communication skills.
Strong attention to detail and ability to review documents and records for completeness, accuracy, consistency, and required approvals.
Ability to organize, compile, and draft documentation in response to permitting, regulatory, inspection, or other governmental inquiries.
Ability to coordinate meetings with contractors, vendors, government representatives, and internal stakeholders, including scheduling, preparing materials, documenting action items, and supporting follow-up.
Ability to identify administrative issues, missing information, approaching deadlines, and documentation gaps and proactively alert appropriate staff.
Ability to establish effective working relationships and provide responsive, service-oriented support to Facilities staff and other KMHS departments.
Physical ability to sit, stand, and walk for extended periods; lift, carry, push, and pull up to 10 pounds frequently, 20 pounds occasionally, and 50 pounds seldom; reach above shoulder level; and use sufficient visual acuity, peripheral vision, and hearing to perform job duties.

Nice To Haves

Experience providing administrative or operational support in a Facilities, construction, fleet management, or purchasing setting.

Responsibilities

Coordinate Facilities Department scheduling, correspondence, document preparation, recordkeeping, and meetings.
Follow up on assigned action items and departmental priorities.
Administer fleet processes, including vehicle records, registrations, renewals, maintenance scheduling, repairs, insurance documentation, and vehicle acquisition and disposition.
Maintain fleet tracking systems and related records.
Act as an administrative point of contact for vendors, contractors, service providers, and external partners.
Coordinate appointments, site visits, meetings, and project-related communications.
Prepare meeting materials, document decisions and action items, and track follow-up.
Draft routine correspondence, reports, memoranda, forms, and other department documents.
Assist with responses to permitting, licensing, inspection, and regulatory inquiries.
Maintain records related to permits, inspections, licenses, fleet operations, facilities, vendor agreements, and construction or renovation projects.
Track permit applications, regulatory deadlines, renewals, inspection requirements, and outstanding documentation.
Assist with administrative coordination of construction, renovation, maintenance, and other Facilities projects.
Maintain required vendor and contractor records and documentation.
Assist with processing purchase requests, invoices, work orders, and related administrative documentation.
Develop and maintain spreadsheets, reports, logs, calendars, and tracking tools.
Respond to routine Facilities inquiries and route requests to appropriate staff.
Monitor outstanding requests and support timely resolution of issues.
Handle sensitive organizational, facility, vendor, and employee information with discretion and confidentiality.
Identify opportunities to improve administrative processes, documentation systems, tracking tools, and workflows.
Provide general administrative support to the Facilities Director and Facilities Department.

Benefits

Health, dental, and vision coverage.
Up to 19 days of paid time off, two mental health days, and 10 holidays; pro-rated for part-time employees.
Fully paid YMCA membership for the employee and eligible family members.
Company-paid life and disability insurance.
Student loan assistance.
Professional development.
403(b) retirement plan with company contributions.
Employee Assistance Program (EAP).
Pet insurance.
Free 2MorrowHealth wellness app.