Facilities & Security Administrative Coordinator
About The Position
Planned Parenthood Columbia Willamette (PPCW) is hiring a Facilities & Security Administrative Coordinator to join our Facilities & Security team! When you work for Planned Parenthood, you make a difference in the lives of those we serve by affirming the human right to reproductive health care and freedom. Our mission is to provide, promote, and protect access to sexual and reproductive health care. PPCW is the largest non-profit family planning and reproductive rights organization in Oregon and Southwest Washington. The Facilities & Security Administrative Coordinator should have excellent organization and time management skills to ensure department operations run smoothly, safely, and securely. This role requires a balance of day-to-day administrative support, hands-on facilities upkeep and the implementation of physical security protocols to maintain a safe and secure work environment for all staff, patients and visitors.
Requirements
- High school diploma or GED.
- Two (2) years of experience in administrative support or similar role.
- Excellent communication skills and attention to detail.
- Strong computer and software skills, including Microsoft Word and Excel.
- Ability to solve problems and respond proactively to address issues.
- Ability to work flexible hours, including evenings and weekends and travel to PPCW facilities.
- Physically able to patrol PPCW facilities and access areas quickly.
- Valid driver’s license and active insurance for work-related driving.
Responsibilities
- Manage, entry, exit and maintain a presence at the Flanagan Regional Service Center facility entrance.
- Receive, inspect, and sort mail, supply shipments, and packages.
- Monitor security & visitor emails and voicemails for urgent needs or requests each morning.
- Provide department administrative support as assigned including running reports, organizing data, preparing presentations, and scheduling meetings.
- Manage administrative workflows in support of facilities and security projects, systems, procedures, and policies.
- Build and maintain professional working relationships with a wide range of external vendors allowing for efficient scheduling and communication.
- Using the Helpdesk ticketing system, document, communicate, and prioritize staff requests for repairs and services in collaboration with the Facilities & Security Manager. Monitor ticket resolution for completion.
- Support resolution of mechanical, equipment, systems and other related operational problems in collaboration with facilities team.
- Support IT department with remote work operations, which may include rebooting computers and other related tasks.
- Conduct regular office walkthroughs to assess office upkeep, coordinate office moves and ensure common areas are fully stocked and functional.
- Order, receive and stock office, hospitality, and janitorial supplies for Regional Service Center as needed.
- Participate in Facilities after hours emergency call rotation.
- Manage the issuance, replacement, and auditing of employee fobs/badges, physical keys, and visitor access passes. Manage access levels and locations for individuals.
- Deactivate fobs of former employees, vendors, and lost fobs of current employees.
- Maintain and update security database systems and process background checks or clearances as required by Affiliate policy and compliance guidelines.
- Monitor physical security operations including alarm systems, access controls, camera surveillance, and contracted security guard deployments.
- Assist in the development and coordination of incident response protocols for security events and emergency evacuations.
- Prepare and track safety and security incident reports. Maintain schedule, prepare for and keep minutes of quarterly reviews conducted with the department and VP of Operations.
- Monitor surveillance cameras and protestor activity, trespass, vandalism and other security issues occurring at all facilities.
- Review reports of third-party surveillance activity and record incidents. Including onsite security and nightly patrols.
- Maintain current law enforcement points of contact. Work with Facilities and Security Manager to file police reports as needed.
- Respond to alarms and react in a timely manner during standard working hours.
- Assist in escorting discharged staff, trespassers, and other unwelcome parties off the premises within reason.
- Support the development and execution of security training for employees.
- Help manage evacuations during drills and actual emergencies.
- Performs other related duties as assigned.
Benefits
- Up to 4 weeks of paid time off
- 9 paid holidays
- 403b retirement account with matching
- Employee Assistance Program
- Medical, Dental, and Vision coverage at no (or low) cost to the employee
- Ongoing professional development and continuing education opportunities
- Public Service Loan Forgiveness eligibility
- HRSA Nurse Corps Loan Repayment for eligible positions and sites
- Access to group life insurance, disability insurance and other supplemental benefits
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
