Facilities Coordinator (South Bay Region-7030)Hybrid Remote Position

EAH Housing•San Jose, CA

2d•Hybrid

About The Position

EAH Housing is hiring a full-time Facilities Coordinator to work at EAH Corporate in the South Bay Region, including San Jose, Sunnyvale, Santa Clara, and surrounding areas. The position manages, develops, implements, and operates company-wide programs related to capital expenditures and vendor relationships. In support of company and property-owner goals, the Coordinator helps ensure buildings are well managed and maintained, with attention to resident concerns and environmental health and safety. The role supports Property Supervisors, REM Directors, and the Facilities Director on maintenance-related projects. The Coordinator reviews and supports capital improvement projects, including preparing and comparing bid packages, coordinating contracts and change orders, inspecting properties, maintaining project and vendor records, and contributing to property budgets and reserve planning. The role also negotiates with vendors, monitors contractor work and vendor performance, coordinates maintenance meetings, supports emergency planning, and participates in opening new properties and transitioning acquired properties. The position leads property-level implementation of EAH’s environmental sustainability initiative and supports injury-prevention and safety training for maintenance staff. The position supervises the Capital Needs Assessment Coordinator, including onboarding and training, approving timesheets and time-off requests, setting work schedules, providing performance feedback, and conducting regular staff meetings. A valid California driver’s license and DMV clearance are required, as is reliable vehicle access, personal auto insurance, and a vehicle capable of transporting routine maintenance supplies.

Requirements

High school diploma or equivalent.
At least three years of experience negotiating with vendors to obtain competitive pricing.
Valid California Driver’s License and DMV clearance.
Ready access to a reliable vehicle and personal auto insurance.
Vehicle must be able to transport routine maintenance supplies.

Responsibilities

Update capital improvement paperwork and bid processes, including specifications, bid comparisons, contracts, and change orders.
Review capital improvement projects exceeding $5,000 for California properties and ensure bid packages have required documentation and comparable bids for approval.
Liaise between contractors and Property Supervisors as needed to provide project specifications, obtain bids, and support execution of approved contracts.
Inspect properties as assigned to identify capital improvement needs and prepare comprehensive reports.
Oversee vendor contract administration, including scopes of work, requests for proposals, bids, deliverables, and performance evaluations.
Approve workmanship on completed projects before vendor payment when requested by a Property Supervisor.
Maintain records of capital improvement work by property and vendor.
Solicit bids to support property budget preparation and provide consultation on reserve replacement accounts and annual budgets.
Lead implementation of EAH’s environmental sustainability initiative at the property level.
Coordinate and lead monthly meetings with Maintenance Supervisors regarding property maintenance standards; attend monthly REM meetings and engage with outside industry groups.
Assist with property and regulatory agency inspections as needed.
Assist Resident Managers and Property Supervisors with progress inspections of contractor work, including asbestos remediation and other hazardous-materials abatement.
Negotiate vendor pricing, check references for new vendors, and establish and maintain a roster of national vendor accounts.
Provide input on contract-service selection and vendor service agreements, and monitor vendor performance for compliance with established standards.
Follow corporate purchasing policies and controls for contractor bids, budgets, and schedules.
Work with Property Supervisors to develop individualized emergency plans for each property.
Participate in opening new properties and transitioning acquired properties, including assisting Real Estate Development staff and creating property vendor books with warranty and item information.
Maintain confidentiality of resident, applicant, and employee information.
Attend mandatory trainings and meetings, participate in EAH’s Injury and Illness Prevention Plan, and lead training to prevent maintenance staff injuries.
Maintain regular and predictable attendance and perform other duties as assigned.
Supervise the Capital Needs Assessment Coordinator, including orientation, emergency-procedure and safety training, timesheet and time-off approvals, scheduling, performance feedback, and regular staff meetings.

Benefits

Medical insurance
Dental insurance
Vision insurance
Disability insurance
Life insurance
403(b) retirement plan with a match of up to 5% of pay
15 days of vacation per year, increasing with years of service
10 paid sick days per year
12 paid holidays
Work schedule flexibility and flexible start times for REM onsite positions
Employee Wellness Program
Flexible Spending Account
Employee Assistance Program offering mental health, financial, and legal services
$1,500 employee referral program
EAH University in-house training program
Professional development and extensive training programs