POSITION TITLE: Facilities Coordinator

CLASSIFICATION: Salary

REPORTS TO: Chief Program Officer (CPO)

DATE: March 2024

SUMMARY/OBJECTIVE

The Facilities Coordinator Supports the Chief Program Officer in leading the overall facilities management and maintenance functions across Broward Housing Solutions’ properties; provides daily operational support and leadership to the Maintenance Tech team in performing their respective duties. Provides oversight and is responsible for the overall maintenance and repair of the buildings and grounds to maintain proper care of the BHS’ properties in accordance with current federal, state, and local standards/regulations and company policies. Manages and coordinates resolution to incoming maintenance tickets by either personally addressing the issue or working directly with third party contractors. This individual should be willing to actively participate in light property repairs. This position will also work closely with appropriate staff in conducting necessary repairs/maintenance and coordinating contractors and vendors as needed.

DUTIES AND RESPONSIBILITES:

This position will be fast-paced and administratively intensive. The ideal candidate will be detailed oriented and consistent and have the ability to handle many ongoing tasks and projects, work closely with team members, and work at a high level independently. They will take a leading role in coordinating all repairs orders for all properties owned by BHS.This position will support the maintenance staff and coordinate qualified contractors and vendors as needed.

POSITION DUTIES AND RESPONSIBILITIES:

• Effectively organize, prioritize, and manage all administrative duties to include: properly tracking certificates of insurance for each vendor, monitor and approve maintenance  staff  hours  including overtime, schedule and document maintenance and repairs on building equipment, maintain spare stock parts supply and perform inventory control, document all tests and inspections to assure compliance with all legislated safety, environmental, and hazardous waste codes, notify tenants of unit inspection failure and perform re-inspection as needed, and maintaincompany vehicle according to maintenance
• Monitor the “on-call” answering system for maintenance related
• Streamline maintenance processes in order to promote customer service, maximize occupancy, achieve financial goals, and ensure compliance with local, state, and federal regulations, SDS, OSHA, EPA regulations, and fire
• Evaluate and monitor a broad spectrum of maintenance activities; gathers and analyzes data to identify maintenance trends and provide information on maintenance operations; recommend procedures and processes for improvements; identifies industry best practices and communicates proposed process improvements to the Chief Program Officer
• Remain knowledgeable regarding all operational aspects of building systems: electrical including lighting systems and low voltage, mechanical including HVAC, fire detection & suppression, plumbing, control systems including BMS, transportation systems, door systems including dock doors, gates, levelers, and other systems as
• Profess knowledge of and adhere to all processes and procedures applicable to the site inclusive of operating procedures, work order system, preventive maintenance, reactive maintenance, work order scripts, vendor escort & management procedures, emergency procedures, business continuation, environmental health & safety, inventory control, and others as
• Create work orders for all code violations and annual certifications (i.e., back flow prevention, etc.) monitor for completion and/or
• Provide oversight of all work orders and maintenance/repairs including coordinating efforts for timely completion,prioritizing repairs, and updating monthly Work Order Tracking Discuss any trends or discrepancies with Chief Program Officer.
• Coordinate with outside contractors for the service and repairs of equipment. Use Preferred Vendor List to engageappropriate contractor for work outside the scope of normal maintenance authorized by BHS®. Verify all repairs are properly completed prior to submitting invoice for
• Ensure all maintenance/repairs adhere to BHS’ guidelines and are within the budget, all maintenance and repairs arebeing approved based on BHS’s Vendor Procedures, and all purchases/vendor repairs are properly
• Participate in weekly maintenance meetings. Review status of the unit inspections and follow proper procedures for all failed
• Work in collaboration with the Housing Specialists and Clinical Housing Navigator to provide oversight of unit punchouts, maintain consistent and effective communication regarding unit readiness and/or tenant concerns/issues, and assist in the delivery/posting of any notifications/notices/memos…etc.
• Assist in annual fire inspections and ensure extinguishers are in working
• Follow all HIPAA
• All other duties as assigned by Leadership

POSITION QUALIFICATIONS AND SKILLS:

• Very good understanding and knowledge of property and systems
• Must possess a minimum of 2 years of administrative experience.
• Must demonstrate outstanding customer/tenant service skills and be self-
• Disciplined approached to policies and
• Ability to meet tight deadlines.
• Must be able to work independently in a fast-paced environment, work well under pressure and can multitask.
• Must be a team player and always maintain professional
• Proficient knowledge of computer software operations (i.e., Microsoft office) YARDI Property Management a
• Negotiation skills specific to vendors, repair, and replacement proposals.
• Excellent organizational skills and detail oriented.
• Able to work comfortably with our resident population and demonstrate an understanding of effective means of communication with
• Must successfully complete Level II background screening, local background, and drug test.

To apply: Email cover letter, resume and professional references to: HR@BrowardHousingSolutions.org. 

No phone calls please.