Facilities Coordinator in Escondido, California at The Elizabeth Hospice

The Facilities Coordinator is responsible for supporting the daily operations, maintenance, and safety of organizational facilities. This role coordinates with vendors, service providers, and internal teams to ensure buildings and equipment are well-maintained, compliant, and conducive to a safe and productive environment.

The Elizabeth Hospice is San Diego's oldest non-profit hospice of 45 years. We are growing and looking for talented individuals to join our high performing team and support our mission. We serve all of San Diego County and south Riverside County with multiple hospice office locations.

Our Mission: To enhance the quality of life for those nearing the end of life's journey and for those who grieve.

Work Schedule: Monday through Friday, 8:00 a.m.-5:00 p.m.

Salary: $72,000-$75,000 annually Subject to experience and qualifications.

Work Location: Escondido, CA

Travel: Travel may be required to other facilities.

1. Coordinate routine maintenance, repairs, and facility upgrades with vendors and service providers

2. Maintain relationships with contractors and service vendors

3. Schedule and track preventative maintenance for building systems and equipment

4. Monitor and respond to facility service requests and work orders from peers in a timely manner

a. Effectively prioritize tasks and be able to distinguish between immediate needs and tasks that

can be scheduled at a later time.

5. Ensure compliance with safety regulations, fire codes, and company policies

6. Assist with office moves, space planning, and workstation setup

a. Coordinates office moves with requestor and/ or manager.

b. Coordinates equipment set-up with the IT department

c. FC is backup to FM when maintaining floorplans and seating charts

7. Track facility-related expenses and invoices

a. Essential office supply purchases

b. Maintenance and repair costs

c. Workplace upgrades and replacement furniture

8. Supports emergency response efforts

a. The FC serves as primary backup to the FM during emergency situations.

i. Communicates alerts via email and TigerText to All-Staff

1. Fires

2. Earthquakes

3. Traffic Accidents/ Delays

4. Any major incidents that impact workflow for field and office staff

ii. Helps to evacuate during an emergency

iii. Manages workplace emergency supplies such as water, food rations, flashlights, etc.

9. Conducts site inspections in corporate and satellite offices to identify and resolve issues proactively and to reduce safety hazards.

10. Maintain accurate records of maintenance activities, service contracts, and warranties

11. Responsible for providing versatile support throughout the entire lifecycle of building-related projects—such as renovations, repairs, or new construction

12. Building responsibilities:

a. Coordinates fire inspections for all units

b. Monitors workplace indoor and outdoor lighting to maximize employee productivity, promote health & wellbeing, and

provide a safe environment.

c. Monitors patchwork and touch up paint in the workplace, on an as needed basis and secures contracts for large projects.

d. Coordinates repair work and maintenance of areas within facilities.

e. Secures bids for special repairs and services as needed.

13. Manages site activities and acts as primary contact for daily requests for vendors and staff requests, work direction, and support systems for agency facilities. Including but not limited to scheduling janitorial services, carpet cleaning, floor mat and mop services, roofing, landscaping, HVAC services, plumbing, electrical (coordinate with IT department), parking lot resurfacing or major repairs, if applicable, pest and rodent control, landscape systems, and other special facilities projects, as assigned.

14. Equipment and supplies responsibility:

a. FC will be backup to FM as the key master. Keys are kept in a secure lockbox. Copies are made on an as needed basis. Keys

are sorted to mirror the site plan.

b. Purchases, receives, inventories, and distributes facility supplies to all locations.

c. Purchases, arranges assembly, and repairs and keeps in workable order facility furniture and equipment.

d. Responsible for periodic, scheduled maintenance on equipment including preventive maintenance.

15. The FC is backup support to FM for creating, activating and deactivating security badges. The FC will have access-control to databases in Brivo, EntraPass, Active Directory, and System Link.

a. Security badges are created for staff, contract workers, counselor trainees, interns, volunteers, and vendors.

16. Serves as a member of the Safety Committee and works with FM and assists with coordination and communication to staff regarding mock drills relating to fires, earthquakes and other disasters as directed by the Emergency Response Plan.

17. Works with HR regarding ergonomic requests - reviews ergo assessment recommendations, coordinates equipment ordering, delivery, installment and follow up to ensure case resolution.

18. Represents facilities in inter-departmental meetings to facilitate communications and action between departments.

19. Supervises contractors as needed.

20. Independently maintains and updates administrative facility processes.

21. Maintains and organizes facility department’s central files, information, filing and messages.

22. Performs administrative and technical duties as assigned.

23. Adheres to the E-Way standards in performing job duties.

QUALIFICATIONS:

1. High School diploma or equivalent required.

2. One to two years of facilities coordination or related field preferred.

3. Ability to communicate effectively, both verbally and in writing, with facility sub-contracted service providers, the general public, participants and stakeholders, volunteers, and staff.

4. Ability to work independently and apply problem solving techniques.

5. Current driver’s license and auto insurance.

We place a high importance on our employees and reward staff in several ways such as:

• Competitive hospice industry compensation

• Benefits package with multiple plan offerings and generous employer contribution

• 401(k) Retirement plan with employer match

• Supportive work culture which encourages work life balance

• Paid Time Off, paid holidays & floating holiday

• Employee development program managed by in-house education department to support individualized orientation and professional growth needs.

• Tuition Reimbursement program

• Monthly mileage reimbursement

• Employee Referral Program

"The Elizabeth Hospice is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law."