Operations Support Coordinator - Facilities

Hope Services•San Jose, CA

7d•Hybrid

About The Position

Hope Services is seeking an Operations Support Coordinator - Facilities to serve as the primary liaison between Hope Services and its outsourced facilities management provider, NeXgen. This role is responsible for coordinating daily facilities activities, managing the Noda-Fi work order system, maintaining facilities records, monitoring vendor performance, and ensuring service levels are met across all Hope Services locations. The position emphasizes coordination, documentation, contract administration, compliance, reporting, and effective delivery of outsourced services.

Requirements

Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
Experience managing records and regulatory documentation.
Valid California Driver's License and a clear driving record.
Strong Microsoft Office skills, particularly Excel, Word and Outlook.

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field.
Experience working with computerized maintenance management systems (CMMS) preferred.
Or an approved combination of education and work experience.
Strong written and verbal communication skills.
Knowledge of vendor relations, procurement processes, contract performance monitoring, contract administration practices, including contract tracking, compliance, and document maintenance.
Knowledge of records management principles, including document retention, confidentiality, and organized filing systems.
Ability to coordinate multiple projects, prioritize tasks, and manage timelines to support successful project completion.
Strong customer service and interpersonal skills, with the ability to communicate professionally and build positive working relationships.
Ability to collect, analyze, and present information through clear, accurate, and well-organized reports.
Knowledge of regulatory compliance requirements and documentation practices to ensure adherence to applicable laws, regulations, and organizational policies.
Knowledge of document control processes, including version control, document review, distribution, and records maintenance.
Strong analytical and critical thinking skills with the ability to identify issues, evaluate options, and develop effective solutions.
Exceptional attention to detail with a commitment to accuracy, consistency, and quality in all work performed.

Responsibilities

Serve as the primary point of contact between Hope Services and NeXgen.
Ensure work orders are assigned appropriately.
Monitor vendor response and completion times.
Coordinate site access for vendors.
Escalate unresolved or critical issues to the CFO.
Conduct regular service review meetings with NeXgen.
Administer the Noda-Fi Facilities Management System.
Review work order status daily.
Monitor SLA compliance.
Verify work order completion.
Generate weekly and monthly management reports.
Track recurring maintenance trends.
Maintain a centralized repository for all facility records including: Leases, Certificates of Occupancy, Building permits, Site plans, Floor plans, Fire inspections, Fire alarm reports, Fire sprinkler reports, Elevator inspections, HVAC maintenance, Backflow inspections, Generator inspections, Environmental reports, ADA documentation, Insurance certificates, Vendor contracts, Preventive maintenance records, Warranty information, Equipment manuals, Facility operating documentation.
Ensure all records remain current, organized and audit-ready.
Maintain vendor contact information.
Track contract expiration dates.
Monitor insurance certificates.
Track contract renewals.
Coordinate vendor onboarding documentation.
Assist the CFO with contract administration.
Maintain service level performance reports.
Coordinate with Accounting regarding Electric accounts, Gas accounts, Water accounts, Sewer accounts, Internet services, Utility account documentation.
Monitor preventive maintenance schedules.
Coordinate access with program locations.
Verify scheduled maintenance has been completed.
Maintain preventive maintenance records.
Report overdue maintenance activities.
Maintain documentation supporting compliance with: Fire & Life Safety, ADA, OSHA, Local Building Codes, Environmental regulations, Joint inspections, Insurance requirements.
Prepare documentation for audits, CARF surveys and regulatory reviews.
Coordinate communication between Hope Services and contractors.
Maintain project files.
Track project schedules.
Maintain warranty documentation.
Coordinate close-out documentation.
Support project reporting.
Respond promptly to facility requests.
Communicate project status with program managers.
Resolve customer concerns.
Coordinate emergency response communications.
Maintain high customer satisfaction.
Other duties as assigned.