Facilities Coordinator

JOB TITLE: Facilities Coordinator

DEPARTMENT: Facilities Operations Department

REPORTS TO: Operations Director

POSITION STATUS: Non-Exempt - Full-time - 40 hours per week

SALARY: $34-$37 per hour

DESCRIPTION:

StarVista is a 501(c)(3) nonprofit organization that has helped people of all ages throughout San Mateo County navigate life challenges for over 55 years. Our mental health, crisis intervention, youth housing, substance use, and early childhood services help thousands of individuals each year. StarVista's services are rooted in strength-based, holistic practices and center diversity, equity and inclusion to ensure anyone who comes to StarVista can access support. StarVista's values of respect, passion, partnerships, accountability, innovation and integrity foster an agency culture of support and growth.

POSITION PURPOSE AND OBJECTIVES:

This position reports to the Operations Director, is customer service oriented and provides support for all agency offices and programs. The Facilities Coordinator is responsible for ensuring the smooth operation and maintenance of the agency's physical workspaces. This role involves coordinating facility services, overseeing vendors and contractors, managing building maintenance, and ensuring compliance with safety and operational standards. The Facilities Coordinator acts as a key point of contact for staff regarding facility-related issues, addressing their needs promptly while maintaining a functional, safe, and well-organized environment. They also assist in space planning, budgeting for facility expenses, and implementing efficiency improvements to support agency goals. Strong communication, problem-solving, and organizational skills are essential for success in this role.

ESSENTIAL JOB FUNCTIONS:

Facility Maintenance and Operations

• Coordinate and oversee routine maintenance, repairs, and upgrades for building systems, including HVAC, plumbing, electrical, and security
• Monitor the functionality of office equipment and infrastructure, ensuring prompt resolutions to issues
• Manage key inventory for all agency offices
• Review, purchase and deliver program supplies when needed
• Monitor and order agency office building signs
• Liaison with landlord regarding facility maintenance
• On-call for major emergencies impacting agency sites

Vendor and Contractor Management

• Schedule and manage external vendors and contractors, ensuring work is completed on time and meets quality standards
• Review and negotiate service agreements and contracts to ensure cost-effectiveness and compliance with agency policies

Safety and Compliance

• Ensure all facilities comply with health, safety, and environmental regulations (CAL-OSHA & HIPAA)
• Conduct regular inspections to identify potential hazards and address them proactively
• Maintain and communication of emergency response plans and coordinate fire drills and safety training as needed
• Responsible for updating all agency fire extinguisher and safety inspection certifications annually

Space Planning and Optimization

• Assist in planning and implementing workspace layouts to optimize efficiency and accommodate agency needs
• Coordinate office moves, installations, and furniture setups
• Work with Operations Director in lease negotiations and renewals
• Responsible for finding new office space under the parameters provided by divisional directors

Budgeting and Inventory Management

• Monitor and manage the facilities budget, including tracking expenses and forecasting future needs
• Maintain an inventory of supplies, equipment, and furniture

Staff Support and Communication

• Act as the primary point of contact for facility-related inquiries and issues from staff
• Communicate updates and changes to policies or procedures that impact facility operations

Project Coordination

• Support facilities-related projects, such as renovations or system upgrades, by coordinating schedules, resources, and stakeholders
• Track project progress and report updates to management

Record Keeping and Reporting

• Maintain accurate records of maintenance schedules, vendor agreements, and compliance documentation
• Generate regular reports on facility operations, costs, and performance metrics for management review
• Responsible for transfer, maintaining and disposal of records at offsite storage facility according to retention schedules and policies

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Carpentry, minor electrical, minor plumbing, and office furniture building
• Knowledge of CAL-OSHA requirements for facilities
• Experience working with multiple work sites
• Must be able to lift up to 40 pounds
• Must own car or truck with a valid driver's license, a good driving record and current auto insurance
• Ability to communicate clearly and effectively, written and verbally
• Computer competency with Microsoft Office Suite
• Clinical records management experience with understanding of client confidentiality HIPPA requirements a plus
• Ability to work with minimum direct supervision
• Serve as backup for Operations Director
• Ability to handle multiple tasks with a minimum of supervision
• Well-developed interpersonal skills, and ability to work collaboratively
• Well organized, and dependable
• Flexibility in meeting changing priorities as the work requires
• Ability to make logical and sound decisions for appropriate and effective results, understanding of when to seek guidance rather than use own judgment

BENEFITS: *Benefits applicable only to benefit eligible employees working 20 hours per week on a prorated basis

• Medical
• Dental
• Vision
• Basic Life & AD&D
• Flexible Spending Account / Dependent Care Spending Account
• Employee Assistance Program
• Retirement Plan (non-matching)
• Sick Time
• Vacation Time
• Holiday Pay
• Birthday Floating Holiday

We encourage you to apply if you think you would be a great fit but do not meet the preferred education/experience level. We welcome folks from all backgrounds and lived experiences and would love to learn more about how you may be a great fit for this role.

PM21

PIa13227ae1fdb-25405-36213578