Facilities Coordinator, 40 hrs per week

Jackson County Library District•Medford, OR

1d•$26 - $33•Hybrid

About The Position

The Facilities Coordinator provides operational, administrative, and technical support for the management of 15 library facilities, 5 fleet vehicles, contractor relationships, safety programs, and facility improvement projects. This position serves as a key liaison between library staff, contractors, vendors, and external service providers to ensure safe, functional, and well-maintained library locations. Through strong coordination, communication, project support, and customer service, the Facilities Coordinator helps maintain efficient facility operations and supports the Facilities Manager in achieving organizational goals.

Requirements

Associates degree in Facilities Management, Business Administration, Construction Management, Public Administration, Project Management, or a related field.
Three to five years of progressively responsible experience in one or more of the following areas: Facilities coordination, Contract administration, Project coordination, Fleet management, Building operations, Safety and risk management, Public sector operations.
Or an equivalent combination of education and experience.
Criminal background check required.
Must have valid driver’s license and required mandatory insurance when operating a privately owned vehicle for business purposes.
Must be able to travel to other locations to perform work, and/or attend work-related meetings, workshops or conferences.

Nice To Haves

Experience coordinating vendors and service contracts.
Experience using work-order or ticketing systems.
Experience managing multiple projects and priorities.
Experience working within a multi-site organization.

Responsibilities

Oversees maintenance schedules and repairs for district fleet vehicles. Maintains documentation, records, and related compliance requirements.
Ensures insurance, safety, and regulatory requirements are met.
Tracks vehicle condition and makes recommendations for repairs or replacement.
Maintains and updates safety related documents and programs such as the Emergency Preparedness Plan, the Employee Right-to-Know and Hazard Communication Plan, and Safety Data Sheets (SDS).
Promotes and supports best practices related to risk management and facility safety.
Assists with safety training, communications, and compliance initiatives.
Sits on the safety committee.
Shares responsibility with the Facilities Manager as a point of contact between maintenance and janitorial contractors and library staff.
Serves as primary point of contact between landscaping contractors and library staff.
Reviews contractor proposal and invoices for accuracy and completeness.
Assists with coordinating service providers, contractors, and vendors across all library locations.
Communicates facility-related needs and project updates with staff and contractors.
Monitors and responds to facilities requests through the internal ticketing system.
Perform minor facility repairs and installations, including hanging whiteboards and pictures, utilizing hand and power tools such as drills, hammers, screwdrivers, and levels.
Analyzes requests and makes informed decisions regarding prioritization and scheduling.
Ensures timely communication and follow-up with staff regarding facility issues.
Conducts regular branch visits to assess facility conditions and quality standards. Evaluates landscaping and facility needs and makes recommendations to the Facilities Manager.
Assists the Facilities Manager with facility improvement and capital projects. Leads facilities projects from planning through completion as directed by Facilities Manager.
Tracks project timelines, budgets, and contractor performance. Coordinates resources and communicates project status to stakeholders.
Maintains inventories of facilities equipment, furnishings, and assets. Tracks warranties, maintenance records, replacement schedules, and life-cycle information.
Assists with planning for future asset replacement and procurement needs.
Communicates clearly, thoughtfully, and professionally with staff, patrons, contractors, vendors, and community partners.
Regularly attends and participates in staff meetings and professional group meetings.
May participate in or chair committees and task forces.
May coordinate and/or lead presentations, safety meetings, and training programs.
Acts as backup for the Facilities Manager.
Maintains regular attendance.
Performs other duties as assigned.