Operations Support Coordinator - Facilities

Hope Services•San Jose, CA

111d

About The Position

The Operations Support Coordinator – Facilities serves as Hope Services’ primary liaison with its outsourced facilities management provider. The role coordinates day-to-day facilities activities across Hope Services locations, administers the Noda-Fi work order system, maintains facilities records, monitors vendor performance, and helps ensure that service levels are met. Key areas include coordination, documentation, contract administration, compliance, reporting, and supporting effective delivery of outsourced services. The position also coordinates utilities, preventive maintenance, compliance documentation, and capital-project communications. It responds to facility requests, keeps program managers informed of project status, addresses customer concerns, and coordinates emergency communications. The position is primarily office-based, with frequent travel between assigned program and facility locations and occasional facility inspections, including mechanical rooms, rooftops, and equipment areas. Occasional after-hours, weekend, or on-call availability may be required for emergencies.

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.
Strong written and verbal communication skills.
Knowledge of vendor relations, procurement processes, contract performance monitoring, and contract administration, 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.
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, well-organized reports.
Knowledge of regulatory compliance requirements and documentation practices.
Knowledge of document control processes, including version control, document review, distribution, and records maintenance.
Strong analytical and critical-thinking skills, including the ability to identify issues, evaluate options, and develop solutions.
Exceptional attention to detail and commitment to accuracy, consistency, and quality.
May lift up to 25 pounds occasionally.
May require occasional after-hours, weekend, or on-call availability for emergencies.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Facilities Management, Public Administration, or a related field is preferred.
Experience working with computerized maintenance management systems (CMMS) is preferred.
An approved combination of education and work experience may be accepted.

Responsibilities

Serve as the primary contact between Hope Services and its outsourced facilities management provider; assign work orders, monitor response and completion times, coordinate vendor access, escalate critical or unresolved issues to the CFO, and hold regular service review meetings.
Administer the Noda-Fi Facilities Management System, review work order status, monitor service-level agreement compliance, verify completed work, generate weekly and monthly reports, and track recurring maintenance trends.
Maintain a current, organized, audit-ready central repository of facility records, including leases, permits, inspections, maintenance records, contracts, insurance certificates, plans, reports, warranties, manuals, and operating documentation.
Maintain vendor contact information, track contract expirations and renewals, monitor insurance certificates, coordinate onboarding documentation, assist the CFO with contract administration, and maintain service-level performance reports.
Coordinate utility accounts and documentation with Accounting for electric, gas, water, sewer, and internet services.
Monitor preventive maintenance schedules, coordinate access with program locations, verify completed maintenance, maintain records, and report overdue activities.
Maintain documentation supporting Fire and Life Safety, ADA, OSHA, local building code, environmental, joint-inspection, and insurance requirements; prepare records for audits, CARF surveys, and regulatory reviews.
Coordinate communications between Hope Services and contractors for capital projects, maintain project files, track schedules, maintain warranty documentation, coordinate close-out documentation, and support project reporting.
Respond promptly to facility requests, communicate project status with program managers, resolve customer concerns, coordinate emergency-response communications, and support high customer satisfaction.
Perform other duties as assigned.