Facilities Administrative Coordinator

Kitsap Mental Health Services•Bremerton, WA

2d•$23 - $28•Onsite

About The Position

Kitsap Mental Health Services (KMHS) is seeking a Facilities Administrative Coordinator to support the daily operations of the Facilities Department. This on-site position in Bremerton, Washington, helps keep facilities and fleet activities organized, compliant, and responsive to agency needs by providing administrative support for projects, vendors, and operational priorities. The role also provides general administrative support to the Facilities Director and department. The position handles departmental scheduling, correspondence, records, fleet processes, vendor and contractor coordination, permitting and regulatory documentation, project administration, and purchase and invoice paperwork. It develops and maintains tracking tools and supports timely follow-up on requests and priorities. The coordinator handles sensitive organizational, facility, vendor, and employee information with discretion and confidentiality. The position requires driving company vehicles on behalf of the agency. The employee must be at least 21 years old, have been licensed for at least three years, pass a motor vehicle history check, maintain a current valid Washington State driver’s license, and have reliable, insured transportation. The preferred qualifications also describe driving company and personal vehicles on behalf of the agency. The work includes extended periods of sitting, standing, and walking; frequent lifting, carrying, pushing, and pulling of up to 10 pounds; occasional handling of up to 20 pounds; and seldom handling of up to 50 pounds. The employee must also use their hands and arms for reaching, handling, and manipulation, including reaching above shoulder level, and have sufficient vision and hearing to perform the work and communicate effectively.

Requirements

High school diploma or GED.
At least three years of relevant administrative or office coordination experience.
Proficiency with Microsoft 365.
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 develop that knowledge quickly.
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, OneDrive, and related administrative and collaboration tools.
Strong organizational skills and ability to manage multiple assignments, deadlines, meetings, and competing priorities.
Strong written communication skills, including ability to draft 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, or documentation gaps and proactively bring them to the appropriate staff member’s attention.
Ability to establish effective working relationships and provide responsive, service-oriented support to Facilities staff and other KMHS departments.
Must be at least 21 years old, have held a driver’s license for a minimum of three years, successfully complete a motor vehicle history check, maintain a current valid Washington State driver’s license, and have reliable, insured transportation to meet agency driving requirements.
Ability to sit, stand, and walk for extended periods; frequently lift, carry, push, and pull up to 10 pounds; occasionally handle up to 20 pounds; and seldom handle up to 50 pounds.
Ability to reach, handle, and manipulate objects with hands and arms, including reaching above shoulder level.
Sufficient visual acuity and peripheral vision to read written materials and observe surroundings, and hearing sufficient to communicate effectively.

Nice To Haves

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

Responsibilities

Coordinate Facilities Department administrative activities, including scheduling, correspondence, document preparation, recordkeeping, and meeting coordination.
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 activities.
Maintain fleet tracking systems and related records.
Serve 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 activities.
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 documentation, 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 departmental 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 insurance
Dental insurance
Vision insurance
Up to 19 days of paid time off, plus 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
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