Facilities Coordinator bei The Austen Riggs Center Inc

Description

Position Summary

The Facilities coordinator supports the Director of Facilities and Facilities Team to ensure the safe, efficient, and smooth operation of the Austen Riggs Center campus. This role blends administrative, technical, and staff/patients service skills, overseeing preventive maintenance, vendor coordination, safety programs, and daily maintenance needs. The coordinator also leads modernization efforts, transitioning from paper-based systems to technology-driven solutions to improve efficiency and documentation.

Schedule: Monday- Friday 8:30-5:00

Key Responsibilities

• Provide administrative support to the Facilities department including filing, database management, recordkeeping, policy updates, and other tasks. 
• Ensures sufficient communication to the staff and patient communities regarding upcoming projects that may impact them.
• Schedules and communicates appropriate inspections and drills for the organization in partnership with the Director of Facilities.
• Assist with small maintenance tasks, schedule preventive maintenance using facilities software, serving as the liaison between staff and the patient community. 
• Maintain accurate contractor records, including tracking of Certificates of Insurance, and coordinate office moves and furniture needs.
• Support Environment of Care Committee meetings by coordinating meetings, note keeping, and managing documentation. 
• Digitally maintain and update safety manuals, organize emergency drills, hazard tours as applicable
• Assists with new hire orientations and maintain regulatory compliance documentation.
  Oversee all aspects of purchasing for maintenance, housekeeping, linens, and office supplies. 
• Build and maintain strong vendor relationships to ensure cost-effectiveness and quality. 
• Consolidate and reconcile credit card purchases and invoices including tracking deliveries. 
• Implement efficient inventory control practices to support the operational needs of the Center.
• Transition paper systems to electronic platforms (SharePoint, Teams), improve tracking/reporting of maintenance and compliance data, and support audits.
• Assist with decor/renovation projects 
• Provide excellent staff/patients service while maintain appropriate confidentiality
• Perform other duties as assigned.

Benefits

• Health Insurance: Medical, Dental and Vision
• Disability & Life Insurance
• Flexible Spending Account and Health Reimbursement Account
• Generous Paid time off and 12 paid holidays
• Retirement plan (403(b) with generous employer contribution

Requirements

• Associate degree in Facilities Management, Business Administration, or related field preferred, or equivalent experience. 
• 3+ years of experience coordinating facilities operations or related experience.
• Excellent communication skills both written and verbal
• Proficiency in Microsoft Office 365 including Excel, Outlook, SharePoint, Teams, or similar tools.
• Prior experience in maintenance software or building systems software, or the ability to learn
• Ability to stay organized in a fast-paced office environment with multiple interruptions
• Ability to work independently as well as part of a team.
• Knowledge of or ability to learn regulatory standards (Joint Commission, OSHA, DMH, building codes) preferred.
• Ability to walk around the campus, and up numerous flights of stairs. Occasionally will need to lift up to 40lbs.