Facilities, Safety & Security Coordinator

Catholic Charities of Santa Clara County•San Jose, CA

2d•$34 - $39•Hybrid

About The Position

The Facilities, Safety & Security Coordinator runs the agency-wide safety and security program that protects CCSCC staff, clients, volunteers, and buildings. Reporting to the Director of Facilities, Safety & Security, this position owns day-to-day safety compliance, Cal/OSHA injury and illness recordkeeping, incident reporting and follow-up, emergency preparedness, physical access control, and staff safety training at every CCSCC site. The role is hands-on and visible: this is the person staff call when something happens, the person who makes sure the drill runs, and the person who keeps the safety compliance files audit-ready.

Requirements

High school diploma or an equivalent combination of education and experience.
Three to five years of progressive experience in workplace safety, physical security, or emergency management, including at least two years coordinating programs across multiple sites.
Working knowledge of Cal/OSHA regulations, including IIPP requirements, Workplace Violence Prevention Plan requirements, OSHA recordkeeping requirements, and California fire and life-safety codes.
Demonstrated experience maintaining OSHA 300 logs and preparing OSHA 300A annual summaries, or ability to demonstrate competency within 90 days of hire.
Ability to obtain CPR/First Aid/AED Instructor certification through the American Heart Association or American Red Cross within six months of hire.
Experience writing incident reports, conducting root-cause analyses, and developing corrective-action plans.
Hands-on experience administering cloud-based video surveillance and access-control systems.
Proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, Excel, and Word.
Valid California driver's license, clean driving record, reliable transportation, and ability to travel regularly between CCSCC sites.
Ability to remain composed and decisive during emergencies and incidents.
Strong attention to detail and commitment to accurate documentation.
Professional communication and relationship-building skills.
Ability to work independently and manage a multi-site workload.
Commitment to trauma-informed service and CCSCC's mission and values.
Successful completion of a criminal background check, including Live Scan fingerprinting.
Must be insurable under the agency's automobile insurance policy.

Nice To Haves

Bachelor's degree in a related field.
OSHA 30-Hour General Industry certification, ASP/CSP, Certified Protection Professional (CPP), or Physical Security Professional (PSP).
FEMA ICS-100, ICS-200, and IS-700 certifications.
Experience working within nonprofit, social services, healthcare, or school environments serving vulnerable populations.
Experience supporting NSGP/CSNSGP grant applications and security assessments.
Bilingual English/Spanish or English/Vietnamese.

Responsibilities

Administer CCSCC's Injury and Illness Prevention Program (IIPP, 8 CCR §3203), Emergency Action Plan, Fire Prevention Plan, and Workplace Violence Prevention Plan (WVPP, Labor Code §6401.9 / SB 553; Appendix F) at every site. Review each plan annually and after any change in law, site, or operations; log review dates and revisions.
Conduct documented health and safety self-inspections of every CCSCC site at least quarterly, plus unannounced spot checks, to meet CARF Section 1.H requirements. Record hazards with location, photo, risk level, assigned owner, and due date; verify corrective actions within 30 days or escalate to the Director.
Maintain building safety and security compliance files for each site, including annual fire clearances, fire extinguisher inspections, fire alarm and sprinkler reports, AED and first-aid kit checks, Safety Data Sheet (SDS) binders, evacuation maps, and required Cal/OSHA and labor-law postings.
Serve as the primary agency contact for Cal/OSHA inspectors, fire marshals, insurance loss-control representatives, CARF surveyors, and licensing or funder site visits. Produce requested documentation within established timelines and no later than 48 hours when no deadline is specified.
Chair the agency Safety Committee at least quarterly, including agenda preparation, meeting minutes, action-item tracking, and reporting incident metrics and outstanding issues to the Director.
Coordinate daily security coverage across CCSCC sites with on-site security officers. Maintain post orders, patrol schedules, and opening and closing procedures.
Administer video surveillance, intercom, and access-control platforms, including user account management, system health monitoring, and video-retention compliance.
Manage key fob and physical key assignments, maintain master key and credential logs, conduct quarterly audits, and coordinate re-keying or credential deactivation when necessary.
Manage the agency Safety & Security email inbox, ensuring timely acknowledgment, routing, tracking, and resolution of requests.
Retrieve, preserve, and release video footage for incidents, HR investigations, and law enforcement requests in accordance with agency protocols.
Assess site security vulnerabilities, recommend security improvements, and support Nonprofit Security Grant Program (NSGP/CSNSGP) applications and documentation.
Coordinate with law enforcement agencies, monitoring vendors, and security contractors. Review performance and validate invoices prior to approval.
Manage trespass and perimeter issues, maintain authorization letters with local agencies, coordinate responses to encampments adjacent to CCSCC properties, and document enforcement activities.
Plan and coordinate security operations for agency events, including crowd-management plans, staffing assignments, volunteer coordination, and post-event evaluations.
Serve as the first point of contact for workplace incidents involving injuries, threats, altercations, property damage, vehicle accidents, and near misses.
Ensure timely submission, review, and routing of Incident Reports and Vehicle Accident Reports.
Maintain Cal/OSHA injury and illness records, including OSHA Forms 300, 300A, and 301, in compliance with applicable regulations.
Prepare annual OSHA 300A summaries, obtain executive certification, manage required posting requirements, and complete electronic submissions when applicable.
Maintain required OSHA records and provide access to employees and authorized representatives in accordance with legal requirements.
Report work-related fatalities, serious injuries, illnesses, or exposures to Cal/OSHA within required reporting timelines.
Lead root-cause investigations and corrective-action planning for workplace injuries, significant incidents, and property damage events.
Prepare workers' compensation reporting documentation, including DWC-1 claim forms and Employer's Reports of Occupational Injury (Form 5020), in partnership with Human Resources.
Participate in threat-assessment activities with HR and agency leadership, including documentation, risk assessment, and workplace violence prevention measures.
Coordinate general liability and property claims with insurance carriers and Finance, ensuring timely collection of supporting documentation.
Maintain incident-tracking systems and provide monthly incident summary reports to the Director.
Deliver safety orientation for new employees and annual refresher training covering IIPP, WVPP, fire safety, evacuation procedures, active-threat response, de-escalation, and ergonomics.
Serve as the agency CPR/First Aid/AED instructor or obtain certification within required timelines.
Plan, conduct, document, and evaluate emergency drills across all CCSCC sites and shifts in compliance with CARF and regulatory requirements.
Maintain emergency contact trees, site emergency binders, and emergency response kits.
Provide safety orientation for volunteers and contractors and maintain documentation of completed training.
Administer the agency emergency mass-notification system and support business continuity planning and exercises.
Respond to after-hours alarm and security callouts on a rotating basis and maintain knowledge of site emergency systems and utility controls.
Triage safety- and security-related work orders and verify timely completion of life-safety-related repairs.
Oversee vehicle safety compliance, including driver eligibility verification, DMV Employer Pull Notice participation, inspection logs, accident follow-up, and vehicle assignments.
Track safety and security budgets, purchase orders, and vendor certificates of insurance.
Maintain Safety & Security intranet pages and publish agency safety alerts and bulletins as needed.
Perform other duties as assigned by the Director of Facilities, Safety & Security.