What are the responsibilities and job description for the Facilities Project Coordinator position at VASA Fitness?
POSITION DESCRIPTION
POSITION TITLE: Facilities Project Coordinator
REPORTS TO: Sr Facilities Manager
FLSA: Hourly, Non-Exempt
COMPENSATION: $21.00 - $26.00 per hour
JOIN OUR TEAM
At VASA Fitness, we want to create an uplifting experience for everyone by offering inclusive, accessible, and on-trend fitness. The foundation of our brand is rooted in a culture centered on unity, passion, love, integrity, fun, and trust. Because our culture is alive-embodied by members and team members alike-VASA is a place where lives are changed because of authentic connections made within our supportive community.
BENEFITS
We offer a competitive, all-encompassing benefits package which includes healthcare benefits for employees who work 20 hours per week. All employees receive two complimentary gym memberships-one for themselves and another to give away-plus 401k options.
- 30 hours per week employees: Paid Time Off (hourly), Health, Dental, Vision Benefits and Paid Parental Leave (in addition to above)
- 40 hours per week employees: Flexible Vacation Plan (salary) & Paid Holidays (in addition to above)
Come join VASA Fitness and join a passionate, fun, and united team!
We are proud to be a 'Great Place to Work' certified company!
PURPOSE
The deliverables for this position include, but are not limited to the following:
The Facilities Project Coordinator position supports all facility-related needs in the region. They are responsible for managing and maintaining the physical environment of our clubs in their designated region. This includes overseeing building maintenance, ensuring safety compliance, and coordinating work with external vendors and contractors.
The Facilities Project Coordinator is responsible for managing and coordinating relationships with external vendors and service providers who support the maintenance and operation of our facilities. This role ensures that all vendor services are delivered efficiently and in compliance with organizational standards. They are engaging, diligent, organized and know how to drive results. The ideal candidate is a great collaborator with excellent customer service. They believe in our brand, have high standards, a take-charge personality and a reputation for getting things done.
EXECUTION DELIVERABLES
- Communication: Provide verbal communication and status/progress update to General Manager and document work completed to supervisor. Update work to the General Manager, District Manager, and Maintenance Manager and ask for feedback on work quality and club facility related needs.
- Scheduling & Planning: Work with Maintenance Manager to schedule, deploy work, and verify that the work is completed appropriately.
- Vendor Management: Develop and maintain relationships with external vendors, including contractors, maintenance service providers, and suppliers.
- Service Coordination: Coordinate the scheduling and delivery of services provided by vendors, ensuring timely and efficient completion of tasks.
- Contract Oversight: Manage vendor contracts, ensure compliance with terms and conditions, and negotiate renewals or new contracts as needed. Track and manage the budget for vendor services, ensuring cost-effective use of resources.
- Quality Control: Monitor the quality of services provided by vendors and address any issues or concerns that arise.
- Space Planning: Assist with office moves, renovations, and space optimization projects.
- Budget Management: Monitor and manage the budget for facilities operations, maintenance and improvements.
- Inspection and Testing: Inspect and test HVAC and pool systems and components to ensure they are functioning properly.
- Safety: Ensure the safety of our members, staff and assets - Inspecting equipment, performing club walks, and communicating to club leadership.
- Prevention: Keep up with daily preventative maintenance as outlined in the workorder management system.
- Customer Service: Provide excellent customer service, addressing customer queries and explaining repair and maintenance tasks.
- Safety Compliance: Ensure that all vendor services comply with relevant health, safety, and environmental regulations.
- Documentation: Maintain accurate records of vendor contracts, service schedules, and performance evaluations, including details of the type and cost of work. Input all work orders into work order management system (CMMS), and provide updates daily
- Emergency Response: Coordinate with vendors to address urgent repair needs promptly. Develop action plans for potential emergencies (e.g., building evacuations).
- Team Collaboration: Work closely with facilities management staff and other departments to ensure seamless operations.
- Travel: Ability to travel to the clubs they oversee and at times other clubs in the company.
- Special Projects: Assist with special projects throughout the districts or region as assigned by Maintenance Manager. Occasionally drive to supply shop to pick up tools and parts.
REQUIRED QUALIFICATIONS
- Education: Highschool Diploma or GED
- Experience: Previous experience in facilities management, vendor coordination, or a related field is required. Experience working in gym environment is preferred
- Technical Knowledge: Strong understanding of building systems and maintenance procedures.
- Problem-Solving Skills: Ability to diagnose and resolve issues with vendor services promptly.
- Negotiation Skills: Ability to negotiate contracts and resolve disputes effectively.
- Customer Service: Excellent communication skills to interact with customers and provide support to team members.
- Organizational Skills: Excellent organizational skills to manage multiple tasks and schedules.
- Communication Skills: Excellent verbal and written communication skills to interact effectively with staff, vendors, and internal stakeholders.
- Attention to Detail: Ensure all vendor-related tasks are completed accurately and to a high standard.
- Certifications: Relevant certifications in facilities management or vendor management may be preferred.
Physical Requirements
- Climbing a ladder
- Scissor lift operation
- - 70lbs
- Ability to read
- Ability to see colors to test pool
- Be able operate pallet jack, dolly and general maintenance tools
WORK ENVIRONMENT:
- Work is typically performed in a club with varying hours based on business needs.
- While performing the club duties of this job, the team member is regularly exposed to moving mechanical parts. The noise level in the environment is occasionally loud.
- Ability to work a varied schedule to support the needs of the business, including frequent extended workdays, weekends and holidays may be required.
- Must be able to travel by car and/or airplane up to 50% of the time.
PHYSICAL AND MENTAL ACTIVITIES AND REQUIREMENTS
- Physical Stamina: Ability to handle physical tasks, including lifting and working in various environments.
- Talking: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
- Physical Strength: Non-Sedentary work, standing and walking most of the time. Must be able to lift, push, pull, and move a minimum of 50 pounds.
- Reasoning Ability: Ability to deal with a variety of variables under limited standardization. Able to interpret various instructions and relay instructions to clients
- Attendance: This is an essential duty of the position. Employees must work regularly scheduled shifts, during business hours to assist members and sell services in-person.
- Being a Facilities Project Coordinator, you play a crucial role in ensuring that vendor services support the smooth and efficient operation of a facility. This role requires a mix of technical expertise, organizational skills, and the ability to manage multiple tasks and people effectively.
This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.
VASA Fitness is an Equal Opportunity Employer
Compensation: $21.00-$26.00 per hour Pay Transparency In order to support the Fair Compensation Strategy by the US Govt., HR Dept., clients are required to adhere to "Pay Transparency Law"; in the impacted states; that have mandated the employers to list the salary ranges in Job advertisements or postings for job opportunities and Job promotions.
Salary : $21 - $26
