Operations Support Coordinator

Hope Services•San Jose, CA

3d•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-related records, monitoring vendor performance, and ensuring service levels are met across all Hope Services locations. The position focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively, rather than performing hands-on maintenance or supervising technicians.

Requirements

Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
Experience working with computerized maintenance management systems (CMMS) preferred.
Experience managing records and regulatory documentation.
Strong Microsoft Office skills, particularly Excel, Word and Outlook.
Excellent organizational and customer service skills.
Ability to manage multiple priorities simultaneously.
Strong written and verbal communication skills.
Vendor management
Contract administration
Records management
Project coordination
Customer service
Report preparation
Regulatory compliance documentation
Document control
Time management
Problem solving
Attention to detail
Primarily office-based work with periodic travel to Hope Services locations.
Ability to occasionally inspect facilities and access mechanical rooms, rooftops and equipment areas.
Ability to lift up to 25 pounds occasionally.
Valid California Driver's License.

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.

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, and equipment manuals.
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, gas, water, sewer, and internet services.
Coordinate 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, and Insurance requirements.
Prepare documentation for audits, CARF surveys and regulatory reviews.
Coordinate communication between Hope Services and contractors for capital projects.
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.