Facilities Coordinator - Hybrid After 90 Days

Purpose

The Facilities Coordinator will coordinate facilities maintenance, repair and services, including prioritizing and dispatching staff technicians and vendors. Maximize facilities resources and ensure facilities are proactively and well maintained. Work to provide a safe, pleasant and comfortable environment for staff, patients and tenants. Work in partnership and joint accountability with other team members to achieve Neighborcare's Mission, Guiding Principles and goals.

Eligible for a $5,000 sign on bonus!

Neighborcare Health offers a robust benefit package: Medical, Dental & Vision Insurance, 18+ days of Paid Time Off, 9-Paid Holidays, Retirement with Matching, Life & AD&D, Pet Insurance, Employee Assistance Program, & More! This position is eligible for the Staff Referral Program.

In this position you will:

• Develop effective and supportive relationships with internal and external customers.

• Coordinate facility resources, with the goal of keeping facilities and systems well maintained and supporting operations in a predictable and responsive manner. Appropriately prioritize needs. Ensure facilities standards are maintained.

• Dispatch facilities technician staff. Ensure work orders are clear, provide additional instruction as needed and ensure technicians are positioned with the right resources (tools, materials, time) to complete work orders successfully. Follow up as warranted.

• Outsource maintenance and repair work as appropriate to contractors, vendors and landlords. Coordinate their work and ensure they provide quality work in a cost effective and safe manner.

• Proactively communicate with managers, staff and tenants regarding scheduling, status, options, cost, etc.

• Maintain facilities maintenance database. Create, maintain and distribute facilities reports. Monitor work order volumes and turnarounds, notifying facilities manager of any potential concerns.

• Respond to tenant requests for maintenance and repair. Ensure lease compliance and maintain proper documentation regarding the same.

• Obtain written landlord approval for improvements, maintenance and repairs as needed per lease terms and maintain appropriate documentation.

• Manage service and materials vendor relationships. Solicit bids, onboard new vendors, implement transitions from current to new vendors, and work with vendors and staff to address issues and complaints to ensure vendors provide quality work and/or materials in a cost effective and safe manner.

• Coordinate capital maintenance and repair projects (i.e. flooring replacement, painting, and window replacement). Solicit vendor bids, onboard new vendors, assess scope and detail to ensure appropriateness. Propose projects for capital budget approval.

• Maintain the preventive maintenance schedule for each facility. Ensure preventive maintenance is carried out in a timely and cost effective way. Maintain appropriate documentation.

• Assist with the preparation of operating and capital budgets.

• Reconcile, assign proper coding, and process invoices for payment. Ensure charges are all appropriate, work with vendors to resolve any discrepancies.

• Assist in the creation, implementation and maintenance of department documents and systems - i.e. policies and procedures, forms, templates, reports, and shared storage.

• Complete tasks related to new construction, renovation and other facilities projects as needed.

• Perform other duties as assigned.

Key Skills, Knowledge and Abilities

Required for this job:

• Working knowledge of facilities maintenance, repair and dispatch of technicians and vendors.

• Working knowledge of leases and landlord/tenant relationships

• Ability to build positive relationships with managers, staff, vendors, tenants and landlords.

• Ability to display consistent professional and ethical conduct and maintain confidentiality at all times.

• Ability to remain calm and professional when faced with difficult situations and emergencies.

• Ability to work well with diverse people.

• Ability to develop, implement and maintain organized and efficient systems, processes and documentation.

• Ability to perform basic computer functions in databases, email, internet, word processing and spreadsheets.

• Ability to demonstrate excellent verbal and written communication skills and strong customer service skills.

• Ability to read, write and communicate well in English and understand basic math.

• Ability to organize and problem solve. Good attention to detail and ability to multitask while performing job duties under high levels of activity and a variety of conditions.

• Ability to prioritize and follow through.

• Ability to meet and comply with HIPAA/Confidentiality policies and procedures.

• Ability to work independently or as part of a team.

• Ability to work with supervision, receiving instructions/feedback, coaching/counseling and action/discipline.

Required qualifications:

• High School diploma or equivalency

• 2-years experience coordinating facilities maintenance, repair and dispatch of technicians and vendors

• Valid Washington State driver's license, reliable automobile and appropriate auto insurance

• Reliable smartphone with voice, text, photo and email access

Preferred qualifications:

• College education

Our Mission

The mission of Neighborcare Health is to provide comprehensive health care to families and individuals who have difficulty accessing care; respond with sensitivity to the needs of our culturally diverse patients; and advocate and work with others to improve the overall health status of the communities we serve.

About our Service Commitments

Our service commitments were created b staff members, leaders, board members and patients. We use these as a guide and expectation for how we treat our patients and each other. You may learn more about our service commitments here, https://neighborcare.org/about-us/service-commitments/

• Serving patients

• Serving each other

• A warm welcome

• Caring

• Respect

• Working together

• Trusting Relationship

About us

For 50 years, Neighborcare Health has been caring for our neighbors with essential medical and dental care, counseling, outreach, health education and more in Seattle, Vashon, and our newest dental clinic in Olympia! Our purpose is to improve health by engaging, educating, and empowering people in the communities we serve. We are looking to hire the best talent to support our culturally diverse workplace and community.

Compensation

• The wage range for this position is a minimum $26.50/hour up to $37.03/hour maximum.

• Compensation will be determined based on years of relevant experience.

Union: No

Full job description will be provided during the interview process.