Facilities & Warehouse Coordinator

Works under the general direction of the Facilities Manager to manage warehouse and inventory, maintain courier operations, facilitate safety and security program for all facilities and staff, and assist with overseeing Pinellas County Tax Collector facilities to ensure they are safe, secure, and well-maintained. An emphasis of this role is placed on a positive response to the concerns and needs of PCTC team members.

Incumbent will perform work managing the operations of the Tax Collector warehouse including inventory control and maintaining a pick-up and delivery schedule throughout the County in accordance with established procedures; engages in distributing mails, materials, and equipment throughout the County and affiliated organizations. Additionally, this position assists the Facilities Manager in mitigating risks and ensuring workplace services are delivered that provide a well-managed and well-maintained building. Work involves planning, coordinating, and following up with service partners engaged in the maintenance, repair, and custodial services within all Pinellas County Tax Collector locations.

The incumbent in this classification works with a high degree of independence and work also includes project management responsibilities for short-term projects. Employees in this classification are expected to lead small scale project teams and develop program guidelines and procedures for management and staff as well as to implement and maintain programs approved by Facilities Manager.

Schedule: Monday - Friday; 8:00 AM - 5:00 PM; On rare occasion, may need to stay late to finish a project or resolve an emergency issue.

What Would You Do?

• Utilizes the State’s computerized inventory control system for documenting current inventory and ensuring the information is accurately reflected within the system.
• Maintains running inventory and performs periodic inventory control routines; includes annual or special inventories and/or property control procedures.
• Places and/or coordinates supply orders with multiple vendors in multiple locations; includes researching and ordering special materials and entering purchase orders when necessary.
• Leads and/or coordinates special projects, as needed.
• Establishes written specifications and approved products lists; initiates orders for materials and equipment for cost effective improvements.
• May engage in receiving, storing, and issuing stock and maintaining records and Material Safety Data Sheets (MSDS) from vendors.
• Utilizes an electric pallet jack to move items around within the warehouse, as necessary, and in accordance with OSHA and equipment manufacturer safety guidelines.
• Operates a Tax Collector Office’s motor vehicle for scheduled delivery and pick-up at designated locations throughout the County; schedules motor vehicle for maintenance in accordance with established policies.
• Pick up, sort, and deliver outgoing mail, interoffice mailings, and deliveries at pre-determined locations throughout the County in accordance with department policy and procedure. Does NOT include moving large items (furniture, appliances, electronics, etc.).
• Coordinate periodic disposal or donation of surplus property.
• Trains and mentors alternate courier on all tasks and functions related to courier and warehouse responsibilities.
• Plans, coordinates, tracks, and confirms proper completion of maintenance requests and work orders; responsible for the creation of work orders within CityWorks for county-maintained properties and work order systems utilized by landlords as applicable.
• Follows up on work orders or requests, both internally and externally, as needed.
•  Assists with the development of PCTC policies and procedures related to facilities.
• At direction of Facilities Manager, may participate in requesting proposals from outside vendors for various services and awarding the job and processing all paperwork and coordinating payment upon completion.
• Inspects and monitors performance of contracted work relating to the interior and exterior conditions and appearance of PCTC locations. This includes investigating any complaints regarding work quality received by service partners.
• Performs routine inspections of buildings, grounds, projects, etc. and proactively enters work orders or coordinates repairs on any items found.
• Schedules safety inspections and coordinates with others to have any identified deficiencies corrected; team lead for PCTC Safety Team.
• Develop, deploy, and/or coordinate training related to safety and security.
• Assist with emergency preparedness and post-disaster recovery activities.
• Provides exceptional internal and external customer service, problem-solving, and/or complaint resolution by all forms of communication; includes timely response to all requests and addressing questions, concerns, and complaints regarding facility maintenance issues.
• May respond to facilities related emergency calls and communications outside of normal business hours and address issues timely and in accordance with established procedures.
• Create and maintain department procedural documents.
• Performs light to medium physical labor lifting and carrying items associated with mail, supplies, and other items, may drive over 100 miles a day and carry large sums of checks, and performs clerical functions.
• Must possess and maintain a valid Florida Driver License in good standing.
• Must obtain and maintain FRVIS/ORION Access Authorization per Florida DHSMV Procedures TL-57 and RS-64.
• Performs other related job duties as assigned.

What Do You Need To Have?

• Minimum of a High School Diploma or equivalent, and a minimum of two (2) years’ experience as a Facilities Coordinator or related role and at least four (4) years’ experience in warehouse, inventory, purchasing, or related functions;
• OR an Associate Degree or completion of a two-year skilled trade or certification and a combination of education, training, and experience as described above.
• At least 1 year of experience operating a motor vehicle with a clean driving record.
• Valid Florida Driver’s License upon hire.
• Minimum 1 year experience in project management preferred.
• Experience in Safety and Security or Risk Management helpful but not required.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations. On rare occasion, may need to stay late to finish a project or resolve an emergency issue