Facilities Coordinator

Process Level : Location US-MI-Tawas City Job ID 2025-34098 Category Service/Trades Department : Name Facilities Operations Position Type Regular Full-Time Shift Any Shift Shift Time Variable Location : Postal Code 48763 Location : Address 200 Hemlock St.

Summary

The Facilities Coordinator is responsible for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to assigned leader or multiple leaders. This position administers office systems and services including vendor management, daily operations, voicemail systems, and clerical functions. The Facilities Coordinator is also responsible for any ad-hoc data input, as well as assistance in committee meeting preparation and reporting. The Facilities Coordinator leads training for new associates and serves as a Subject Matter Expert to facilities stakeholders. This position may serve in multiple additional roles depending the facilities in which they serve.

Responsibilities

Facilities Department Support - 50%

• Presents a professional, welcoming first contact to all clients, vendors, staff, etc. - by phone, in person, and email.
• Keeps office equipment maintained.
• Provides general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying faxing.
• Assists leaders in preparing committee reports, including maintaining or obtaining data needed by the various committees.
• Orders and manages supplies/tools and maintenance of storage areas.
• Makes staff travel arrangements and expense tracking, program and stipend supplies, etc.
• Identifies and implements systems to streamline and gain efficiencies in work processes.
• Organizes and coordinates projects, conferences and other events.
• Participates in multidisciplinary meetings, committees, and projects addressing issues related to educational initiatives, conflict resolution, cost containment issues, implementation of new services/systems, and performance measures.
• Prepares meeting minutes & follow-up on action items.
• Works on special projects as needed.

Administrative Support- 50%

• Tracks and helps manage calendar, assist with meeting set up, and other duties as assigned.
• Establishes and maintains various filing and records management systems.
• Makes travel arrangements; prepares itineraries; prepares, compiles, and maintains travel vouchers and records.
• Reviews, proofreads, and edits documents prepared for the administrator's or executive's signature and as otherwise requested.
• Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.

OTHER DUTIES AND RESPONSIBILITIES:

Conducts fire drills as required.

Monitors and responds to Primex alarms for equipment in facility.

CPI Training within ninety days of hire.

Assists with preparation of budgetary needs.

Contracts and schedules proper technicians for repairs or service required that the facilities coordinator is not qualified to perform.

Notifies operations supervisor of fiscal responsibilities for contracted repair.

Maintains proper documentation of monthly and annual maintenance requirements.

Understands and adheres to the organization�s mission, policies and procedures, and advocates its philosophy.

Consistently represents the organization to all internal and external customers with integrity and professionalism.

Provides excellent customer service to all clients/families/caregivers, co?workers, vendors, and physicians.

Maintains strict confidentiality of client and family information.

Adheres to all policies, procedures and regulations regarding client care, conduct, safety, fire, security and risk management.

Keeps abreast of changes and trends by attending all mandatory in?services and participates in staff meetings as directed by the operations supervisor.

Communicates necessary information to leadership team, co?workers, and others as needed.

Assists with development and updating of policies and procedures in his areas of responsibility.

Expected to participate in the Performance Improvement Program.

Expected to comply with Federal, State, and Local Regulations.

Adhere to the organization�s standards of conduct as a condition of continued employment.

All other duties as assigned.

Certifications and Licensures

Credential:DRIVERSLIC: Drivers License

Equivalent Experience: Must possess a valid Driver�s license, current auto insurance and reliable transportation.

Qualification Source:

Essential: true

Required Education

• Associates Degree or higher
• Graduate of trade school
• 2 years' experience in administrative role(s)
• Other equivalent combination of relevant education or experience

Other Information

EXPERIENCE, TRAINING AND SKILLS:

Minimum of 5 years� experience in a maintenance setting.

The knowledge of fire safety equipment as well as federal and state regulations.

The ability to read, comprehends, and writes simple instructions, short correspondence, and memos.

The ability to present information effectively in one?to?one and small group situations, to management, staff, volunteers, and other employees of the organization.

Ability to perform mathematical requirements in various areas of responsibility.

Ability to work with minimal direction and to problem solve areas of responsibility.

Possess the communication skills necessary to work with contractors and sub?contractors for services needed for repair and/or maintenance of the mechanical or structural components of the facility.

Minimum of 5 years� experience in a maintenance setting preferred. MyMichigan Health is a technology driven organization and employees need to demonstratecompetency in Microsoft� Windows. An employee may be required to participate in further learning opportunities offered by MyMichigan Health.

PHYSICAL/MENTAL REQUIREMENTS AND TYPICAL WORKING CONDITIONS:

Exposure to stressful situations, including those involving public contact, as well as trauma, grief and death.

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.

Overall vision and hearing are necessary with or without assisted device(s).

Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.

Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.

Physical Demand Level: Medium. Must be able to occasionally (0-33% of the workday) lift or carry 21-50 lbs., frequently 34-66% of the workday 20 lbs. and or Walk/Stand/Push/Pull of Arm/Leg controls and constantly (67-100% or the workday) 10 lbs.

Equivalent Experience and Other Comments (Education)

Education: HIGH

Equivalent Experience:

Education Specialization:

Essential: true

Other Comments

Credential:DRIVERSLIC: Drivers License

Equivalent Experience: Must possess a valid Driver�s license, current auto insurance and reliable transportation.

Qualification Source:

Essential: true

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