Facilities Coordinator

Housing Authority of the City of Los Angeles • Los Angeles, CA

10d • Onsite

About The Position

Under direct guidance, the Facilities Coordinator is primarily responsible for coordinating and managing the various contractors and staff that support the day-to-day operations of the administrative office buildings. This includes managing service contracts for printing/mail services, security, janitorial, and landscaping, and monitoring their performance against contract specifications. The incumbent will also assist with needs assessments, site analysis, scope of work formulation, and initial construction project scheduling and design. They will help prioritize capital improvement projects, make implementation recommendations to senior management, and manage projects to promote efficiency and safety. Working with the department Director and Building Engineer, the Facilities Coordinator will monitor facilities to continuously improve safe working conditions and effective operations.

Requirements

• Customer focused, able to understand the needs of the internal customer quickly and develop solutions to address problems.
• Strong written, verbal, and interpersonal communication skills; must be able to develop and draft clear and concise procedures, communications, reports, manuals, etc.
• The ability to recognize site service needs and the ability to communicate with other employees, supervisors, and managers in meeting agency and/or departmental goals.
• Strong organizational and prioritization skills with minimal supervision.
• Ability to effectively present information and respond to questions from groups of personnel.
• Detail oriented and accurate.
• Proficient in Microsoft Office Suite and the Internet.
• The ability to study and understand postal legislation to determine the effects on program operations and cost.
• An associates degree and at least one-year experience within administrative facility operations.
• Minimum of four (4) years’ experience operating and maintaining offset printing, duplicating and allied equipment, two (2) years of which included responsibility for supervising and/or managing a large volume printing/duplicating operation.
• Possession of an appropriate valid California driver’s license.

Nice To Haves

• Job experience in mail collection, processing and delivery is desirable.
• Two years’ additional experience may substitute for educational requirement.

Responsibilities

• Responsible for taking the lead in the day-to-day operations of the 2600 Wilshire Building common areas including but limited to overseeing the cleanliness, security, and safety of the site.
• Coordinate and manage the various contractors and staff that support the day-to-day operations of the administrative office buildings including but not limited to various aspects of monitoring and management of all service contracts.
• Manages on-site contractors to assure safety for the contractors, employees and property.
• Plans, schedules, and coordinates the progress and execution of plans, projects and activities initiated by the Director or their designee, which may include providing assistance to other departments.
• Coordinates facilities-related activities supporting agency sites and locations, which may include receiving incoming requests for services and contacting staff or vendors for completion related to electrical, plumbing, heating/cooling, building maintenance, cleaning, and/or shipping.
• May develop scopes of work, Request for Proposals, Request for Quotes for professional services; coordinates with General Services regarding appropriate process and procedures; and obtains and secures appropriate permits and governing board approvals for projects.
• Responsible for timely communication with Building Engineer and Department Head.
• Coordinates with the Building Engineer to assist with overseeing construction projects (tenant improvements and facility modifications); manages internal and external resources including engaging and directing outside consultants, contractors, and service vendors from planning, design, budgeting, scheduling for any staffing moves at all administrative facilities.
• Assist when necessary the oversight of administrative functions to include furniture and office equipment maintenance, lease contracts, on-site contractor management, security, janitorial, landscaping/lawn maintenance, extermination/ pest control, etc.
• Monitors the performance of the service contractors and staff; work with contractors to improve the services in support of the above.
• Assist with commercial tenant relations and Authority wide staff relocation/move management
• Plans, organizes and directs the work performed in printing and mail services, which includes supervision, scheduling and coordination of mailroom personnel, the work of staff engaged in layout, printing, mail, and vehicle operations; the receipt, processing and delivery of US mail and packages.
• Oversees the delivery of mail and confidential materials to the Authority’s board members and other locations.
• Reviews work orders for printing services to type, size and priority of each job; prepares time and job cost estimates.
• Assigns and coordinates work in order to meet established priorities and deadlines, minimizes press down time and maximizes production.
• Reviews, proofs, and approves work upon completion for conformance to standards and special instructions.
• Oversees the coordinating and scheduling of the maintenance of Authority vehicles, as well as the inventory and coordination of the disposal of Authority physical assets.
• Evaluates the amount and quality of employee work completed; provides constructive and corrective feedback to employees, and documents as appropriate; prepares and signs employee evaluations; makes recommendations on employee disciplinary actions.
• Consults with department head on potential alternative methods of reproduction, particularly upon receipt of orders that require costly reproduction procedures or substantial change in design or make up; determines advisability of performing work in house or contracting out.
• Assists in the development, preparation and compilation of reports, presentations and other data as required.
• Supervises the maintenance and repair of all printing and bindery/allied equipment; contracts for outside services as needed (e.g. on maintenance of equipment).
• Maintains liaison with the US Postal Service and private mail carriers for updated information; evaluates existing mail and delivery routes and schedules for effectiveness and efficiency.
• Maintains compliance with principles of accepted employee conduct as identified in HACLA employee handbook and as specified in departmental policies and procedures.
• May be required to drive a vehicle to different sites and/or locations.
• Performs other related duties as required.

Benefits

• The posted salary is an estimate of the potential annual pay. Final offer will be dependent on qualifications and experience. Anticipated Hiring Pay Scale: Candidates can expect to be hired within the 8-step salary range of $95,305.60 - $117,228.80.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree