Facilities Specialist, Easterseals Hawaii

The Easterseals Hawaii Facilities Specialist is responsible for managing multiple Family of Companies (FoC) field offices within the Area. This role encompasses a broad range of operational responsibilities including facilities operations, office supply and clinical materials procurement and management, physical building and janitorial oversight, and Health and Safety Program training and Compliance. This position reports to the Easterseals Hawaii Facilities Manager, with oversite & support of the Kauai, Maui, and Hawaii Island offices.

Core Responsibilities & Essential Job Functions

• Oversee day to day office and facilities functions across region specific FoC locations, partnering with Program Managers, who manage clinical personnel.
• Support and maintain all general building maintenance including overseeing janitorial services, building upkeep, working with landlords for landscaping where appropriate and equipment repair including HVAC, elevators, lighting, restrooms, and kitchen areas for our Easterseals Hawaii locations.
• Develop and maintain productive working relationships with Vendors and Property Managers.
• Serve as point of contact to Property Management and as liaison for projects, necessary repairs and/or building issues. A liaison between subleased tenants and building managers where applicable.
• Support Easterseals Hawaii facility repair and maintenance requests and other related projects.
• Support and manage established and approved systems for inventorying, ordering and daily use management of office supplies and program toys/materials within monthly budget guidelines.
• Support and practice workplace Health and Safety programs including facilitating all scheduled emergency evacuation and tabletop drills in connection with the Health and Safety Manager.
• Train staff to ensure all employees and clients follow all FoC facility policies and procedures. Escalate any concerns to ESH Facilities Manager.
• Ensure that authorized staff are trained on building alarm systems (as appropriate).
• Assist the Health and Safety Manager with inspections and maintenance of all first aid, extinguisher, AED, safety officer and PPE kits. Update the office Health and Safety binder as needed to maintain compliance.
• Perform monthly equipment and building safety audits with follow up to actionable items. Report audits as required to ESH Facilities Manager and on the team intranet space for review and actions steps for review or correction.
• Ensure fire extinguishers, roofs and elevators have updated inspections that are posted as required.
• Aid in Design and implement relevant and practical safety programs that align and comply with FoC vision, goals, and OSHA/CARF standards.
• Sublease tenant support including administrative functions, tenant communication, vendor work, scheduling, furniture and supplies, and repair and maintenance needs.
• Assists and maintains alarm assignments and badge hour adjustments.
• Support and execute office moves, expansions or remodels as needed.
• Support the selection, acquisition and installation of furniture and non-IT equipment for staff use, with due consideration of ergonomic best practice. Provide recommendations on improved workspaces, working with Programs.
• Relocate or dispose of designated office and clinical equipment and furniture as needed.
• Collaborate with People and Performance and ESH Facilities Manager to complete necessary documentation (OSHA reports, etc.) within required timeframes.
• Interface with IT department as necessary for hardware and security issues.
• Obtain and submit bids and quotes for necessary repairs and facility modifications.
• Source and purchase necessary supplies, furniture, and equipment within budget to maintain a safe and cohesive appearance of all building spaces.
• Participate in annual budgeting sessions for the Facilities cost centers and ensure that Facilities budgets are being maintained in good standing.
• Enforce FoC policies and procedures to ensure compliance with the local, state, and federal regulatory agency rules.
• Supervise renovations, office relocations, and staff workspace moves.
• Lead and direct the work of others, including outside vendors, contractors, and tradespeople.
• Collaborate with other departments to identify program needs and maximize program potential through coordinated service delivery.
• May support/provide coverage to office staff at other FoC locations as needed.
• Must attend staff meetings, trainings, and other meetings as requested.
• Completes additional job duties and projects as assigned by Supervisor/Management.
• Support on-boarding/offboarding for P&P.
  
  

Qualifications

Minimum Education, Experience & Training Equivalent to:

• 3 years office management experience required.
• Experience handling complex office situations – including but not limited to safety issues, repair and maintenance, office operations, etc.
• Strong knowledge of OSHA and other safety standards.
  
  

Knowledge & Skills:

• Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
• A commitment to the values of the organization while demonstrating good judgment, flexibility, patience, and discretion when dealing with confidential and sensitive matters.
• Proficient in Microsoft Office (Outlook, Word, Excel, etc.), especially Excel and related computer software.
• Consistently demonstrate good judgment and decision-making skills while maintaining the highest level of confidentiality while adhering to HIPAA guidelines.
• Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
• Personable; able to work comfortably with individuals at all levels within the organization.
• Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy.
• Ability to properly interpret and implement policies, procedures, and regulations.
• Coaching skills and hands-on training experience are highly desirable.
• Project management, process consultation and facilitation experience a plus.
• Experience in human services field is a plus.
• Must be highly detail oriented.
• Strong interpersonal skills.
  
  

Physical Requirements:

• Must be able to communicate effectively within the work environment, read and write using the primary language in the workplace.
• Visual and auditory ability to work with clients, staff, and others in the workplace continuously.
• Frequent speaking and listening (25-75%) to clients, staff, and others in the workplace.
• Utilize computer and cell phone for effective communication.
• Frequent driving and travel between locations up to 80%.
• Frequent sitting.
• Must be able to lift up to 50lbs.
  
  

Conditions of Employment

• Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
• Must have a valid Driver’s License with Insurance and maintain a clean driving record.
• Ability to obtain and maintain clearance through the Office of Inspector General.
• Able to travel to multiple work sites. Reliable transportation needed.
• Must attend any required training.
  
  

Time Type:

Full time

Compensation:

60,000-70,000 Annually

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.

Catalight is an equal opportunity employer.