Facilities Coordinator

The Elizabeth Hospice • Escondido, CA

2d • $72,000 - $75,000 • Hybrid

About The Position

The Facilities Coordinator is responsible for supporting the daily operations, maintenance, and safety of organizational facilities. This role coordinates with vendors, service providers, and internal teams to ensure buildings and equipment are well-maintained, compliant, and conducive to a safe and productive environment. The Elizabeth Hospice is San Diego's oldest non-profit hospice of 45 years. We are growing and looking for talented individuals to join our high performing team and support our mission. We serve all of San Diego County and south Riverside County with multiple hospice office locations. Our Mission: To enhance the quality of life for those nearing the end of life's journey and for those who grieve.

Requirements

• High School diploma or equivalent required.
• One to two years of facilities coordination or related field preferred.
• Ability to communicate effectively, both verbally and in writing, with facility sub-contracted service providers, the general public, participants and stakeholders, volunteers, and staff.
• Ability to work independently and apply problem solving techniques.
• Current driver’s license and auto insurance.

Responsibilities

• Coordinate routine maintenance, repairs, and facility upgrades with vendors and service providers
• Maintain relationships with contractors and service vendors
• Schedule and track preventative maintenance for building systems and equipment
• Monitor and respond to facility service requests and work orders from peers in a timely manner, effectively prioritizing tasks and distinguishing between immediate needs and tasks that can be scheduled at a later time.
• Ensure compliance with safety regulations, fire codes, and company policies
• Assist with office moves, space planning, and workstation setup, coordinating office moves with requestor and/or manager, coordinating equipment set-up with the IT department, and serving as backup to the Facilities Manager (FM) when maintaining floorplans and seating charts.
• Track facility-related expenses and invoices, including essential office supply purchases, maintenance and repair costs, and workplace upgrades and replacement furniture.
• Support emergency response efforts, serving as primary backup to the FM during emergency situations by communicating alerts via email and TigerText to All-Staff for fires, earthquakes, traffic accidents/delays, or any major incidents that impact workflow for field and office staff; assisting to evacuate during an emergency; and managing workplace emergency supplies such as water, food rations, flashlights, etc.
• Conduct site inspections in corporate and satellite offices to identify and resolve issues proactively and to reduce safety hazards.
• Maintain accurate records of maintenance activities, service contracts, and warranties.
• Provide versatile support throughout the entire lifecycle of building-related projects—such as renovations, repairs, or new construction.
• Manage building responsibilities including coordinating fire inspections for all units, monitoring workplace indoor and outdoor lighting, monitoring patchwork and touch-up paint and securing contracts for large projects, coordinating repair work and maintenance of areas within facilities, and securing bids for special repairs and services as needed.
• Manage site activities and act as primary contact for daily requests for vendors and staff requests, work direction, and support systems for agency facilities, including but not limited to scheduling janitorial services, carpet cleaning, floor mat and mop services, roofing, landscaping, HVAC services, plumbing, electrical (coordinate with IT department), parking lot resurfacing or major repairs, pest and rodent control, landscape systems, and other special facilities projects, as assigned.
• Manage equipment and supplies responsibility, serving as backup to FM as the key master, purchasing, receiving, inventorying, and distributing facility supplies to all locations, purchasing, arranging assembly, and repairing facility furniture and equipment, and performing periodic, scheduled maintenance on equipment including preventive maintenance.
• Provide backup support to FM for creating, activating, and deactivating security badges, with access-control to databases in Brivo, EntraPass, Active Directory, and System Link. Security badges are created for staff, contract workers, counselor trainees, interns, volunteers, and vendors.
• Serve as a member of the Safety Committee and work with FM to assist with coordination and communication to staff regarding mock drills relating to fires, earthquakes, and other disasters as directed by the Emergency Response Plan.
• Work with HR regarding ergonomic requests, reviewing ergo assessment recommendations, coordinating equipment ordering, delivery, installment, and follow-up to ensure case resolution.
• Represent facilities in inter-departmental meetings to facilitate communications and action between departments.
• Supervise contractors as needed.
• Independently maintain and update administrative facility processes.
• Maintain and organize facility department’s central files, information, filing, and messages.
• Perform administrative and technical duties as assigned.
• Adhere to the E-Way standards in performing job duties.

Benefits

• Competitive hospice industry compensation
• Benefits package with multiple plan offerings and generous employer contribution
• 401(k) Retirement plan with employer match
• Supportive work culture which encourages work life balance
• Paid Time Off, paid holidays & floating holiday
• Employee development program managed by in-house education department to support individualized orientation and professional growth needs.
• Tuition Reimbursement program
• Monthly mileage reimbursement
• Employee Referral Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED