Operations Coordinator - Facilities

Position: Operations Coordinator - Facilities

Classification: Full-Time, Non-Exempt, Hourly Supervisor

Salary Range: Code: 1260, PS 01-04, (22.75 - 23.79 – 24.86 – 26.33)

Hours and Work Weeks: 40/week, 52 Weeks/year

Supervisor: Operations Supervisor

Positions Supervised: Agency Custodians

Mission Statement:

EightCAP, Inc., improves our community by collaborating with private, government, and community organizations to deliver programs that alleviate the causes of poverty and its effects, allowing individuals to become self-sufficient.

Role Overview: 

The Operations Coordinator supports the safe, dependable, and efficient operation of EightCAP’s facilities, grounds, equipment, and vehicle fleet. Working under the direction of the Operations Supervisor, this position coordinates maintenance requests, preventive maintenance, inspections, contractor services, fleet activities, and operational records across agency locations. The Operations Coordinator may perform routine repairs and maintenance and serve as a responsive resource for employees, building representatives, contractors, and vendors.

Key Responsibilities:

• Develop and maintain preventive maintenance schedules for agency facilities, building systems, equipment, and vehicles in coordination with the Operations Supervisor.
• Coordinate scheduled preventive and routine maintenance across organization facilities, vehicle fleet, safety equipment, etc., monitor completion, maintain supporting documentation, and follow up on overdue or unresolved items.
• Manage the Operations Department’s maintenance ticket system for facility and vehicle maintenance requests from initial submission through resolution by researching information, coordinating internal and external partners, communication updates, documenting work performed and closing of requests.
• Coordinate vendor and contractor services, including scheduling access, communicating the scope of requested work, monitoring completion, and maintaining related service records.
• Maintain complete and accurate records for agency facilities, vehicles, equipment, maintenance activities, inspections, warranties, contracts, and vendor services.
• Manage invoice processing for the Operations Department by verifying that services or products were received, obtaining required approvals, assigning appropriate supporting documentation, and submitting invoices for timely payment.
• Maintain Operations Department contracts and service agreements, monitor renewal and expiration dates, and coordinate required updates or procurement activities.
• Complete procurement documentation for facility, fleet, equipment, supply, and contracted-service purchases in accordance with agency policies, funding requirements, and applicable program regulations.
• Supervise custodial employees assigned to agency locations, including establishing work expectations, coordinating schedules and coverage, monitoring performance, and ensuring facilities are maintained according to agency standards.
• Conduct routine facility inspections and work with custodial staff, internal maintenance personnel, building representatives, and vendors to address cleanliness, maintenance, and safety concerns.
• Order, track, and distribute custodial, maintenance, and facility supplies while monitoring expenditures and ensuring purchases comply with agency policies, approved budgets, and applicable program requirements.
• Maintain appropriate supply levels across agency facilities while identifying opportunities to control costs and reduce unnecessary or duplicative purchases.
• Assist the Operations Supervisor in identifying facility, fleet, equipment, and operational needs and developing practical, cost-effective solutions.
• Collaborate with other departments to support building security, key and access-control processes, emergency preparedness, workplace safety, and required facility inspection activities.
• Communicate planned maintenance, facility closures, service interruptions, and other operational information to affected employees and agency leadership.
• Prepare reports and provide information regarding maintenance activity, unresolved requests, preventive maintenance completion, facility conditions, fleet status, contracts, and operational expenditures.
• Serve as a primary administrative point of contact for employees, building representatives, custodial staff, vendors, and contractors regarding facility and fleet needs.
• Protect the privacy of employees and customers/families and maintain the confidentiality of information obtained through employment.
• Perform other duties as assigned.

Our Core Values at Work 

• Accountability: Maintains accurate records, follows through on work requests, uses agency resources responsibly, and takes ownership of assigned projects and responsibilities.
• Communication: Provides timely and clear information regarding maintenance needs, schedules, safety concerns, service interruptions, and work progress. Communicate professionally with employees, contractors, vendors, and community partners.
• Compassion: Recognizes that safe, accessible, and well-maintained facilities directly affect the experience of employees and the individuals and families served by EightCAP. Responds to concerns with patience, respect, and an understanding of individual needs.
• Empowerment: Helps employees and building representatives identify and resolve operational concerns, shares practical information, and contributes to work environments where employees can serve their communities effectively.

Qualifications:

Required

• High school diploma or equivalent.
• At least one year of experience in facilities maintenance, building operations, fleet coordination, construction, property management, or a related field.
• General knowledge of building maintenance and the safe use of hand tools, power tools, ladders, and maintenance equipment.
• Proficient computer skills, including Microsoft Word, Excel, Outlook, and internet-based systems.
• Effective oral and written communication skills.
• Demonstrated initiative, sound judgment, flexibility, attention to detail, and ability to manage multiple priorities.
• Ability to organize and coordinate multiple projects and work assignments across agency locations.
• Ability to work independently and collaboratively while adapting to changing priorities and urgent operational needs.
• Reliable transportation, a valid driver’s license, proof of automobile insurance, and the ability to meet EightCAP’s driving record requirements.
• Ability to pass required criminal history, child abuse and neglect, and other applicable background checks.
• Ability to obtain and maintain First Aid and CPR certification.

Preferred

• Experience coordinating vendors, contractors, work orders, or maintenance activities across multiple locations.
• Experience with fleet maintenance coordination and vehicle recordkeeping.
• Experience working in a nonprofit, government-funded, educational, or human-services organization.
• Knowledge of workplace safety, facility inspection, preventive maintenance, and emergency preparedness practices.
• Experience using electronic work-order, inventory, purchasing, or facility-management systems.

Work Environment

The Operations Coordinator performs work in a combination of office, schools, warehouse and field environments. Duties are performed at agency facilities and outdoor locations throughout EightCAP's service area. The position regularly interacts with employees, building representatives, vendors, contractors, and members of the public. Work may involve exposure to varying weather conditions, construction or maintenance areas, mechanical equipment, dust, noise, cleaning products, and other conditions commonly associated with facility and grounds maintenance. Appropriate personal protective equipment (PPE) must be used when required. Occasional work outside of normal business hours may be necessary to respond to operational needs, facility emergencies, weather events, or scheduled maintenance activities.

Travel Requirements

Frequent local travel throughout EightCAP's service area is required to inspect facilities, coordinate maintenance activities, supervise custodial staff, meet with contractors and vendors, transport supplies, and support agency operations. Occasional travel for meetings, conferences, training, or agency events may also be required. Employees must possess and maintain a valid driver's license, reliable transportation, proof of automobile insurance, and meet EightCAP's driving eligibility requirements.

Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position. The role requires extended periods of sitting, standing, and walking, as well as bending, kneeling, crouching, reaching overhead, and climbing stairs and ladders. The employee must regularly lift, carry, push, or pull materials and equipment weighing up to 50 pounds and occasionally heavier items with assistance. Duties include safely operating hand and power tools, maintenance and office equipment, and motor vehicles; visually inspecting facilities, vehicles, equipment, and completed work; and communicating effectively through in-person, telephone, and electronic methods. The employee must also be able to work indoors and outdoors in varying temperatures and weather conditions, navigate uneven terrain, and access mechanical rooms, storage areas, rooftops when authorized, and other agency facilities as needed.

Benefits

Benefits include health, dental, vision, life insurance, AD&D, medical flex, and a 401k with a 5% employer match on your one-year anniversary.  

Employment At-Will Statement
This job description is intended to describe the general nature and level of work being performed by the employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employment with EightCAP, Inc. is at-will, meaning either the employee or the organization may terminate the employment relationship at any time, with or without notice, and with or without cause, consistent with applicable law.

Equal Employment Opportunity Statement

EightCAP, Inc. is an equal opportunity employer committed to creating an inclusive and respectful workplace.