Facilities Coordinator en Advance Community Health

Why Join Advance Community Health

Life in the Triangle, with the Atlantic Ocean only two hours to the east and the Blue Ridge Mountains 3.5 hours to the west, living and working in the Triangle area gives you the best life has to offer. Advance Community Health (ACH) proudly offers employment opportunities in multiple locations throughout the Triangle, including Raleigh, Apex, Cary, and Fuquay-Varina! 

Our Raleigh office, conveniently located less than 6 minutes from the heart of Downtown Raleigh, gives you easy access to some of the best food and entertainment the Triangle has to offer! No matter who you are, the Triangle offers everything you need to live a happy, fulfilling life!

Position Summary

The Facilities Coordinator provides support services to the Facilities Management Team.  Responds to customer requests, resolves problems, coordinates a variety of department projects and activities.  Performs budget responsibilities and detailed record-keeping for department analysis. Manages shipping, receiving, and mail delivery services, Janitorial Inventory and Future organization wide medical supplies and PPE Inventory.

Essential Duties and Responsibilities

• Interacts and communicates with outside contractors to provide information, coordinate schedules, and assist with seeking resolutions.  
• Determines appropriate methods for storing and retrieving information for record-keeping and reporting.  
• Works closely with the Assistant Vice President of Facilities to provide data analysis and create systems to collect, compile, and tabulate data for efficient department reporting.
• Responsible for coordinating the collection and removal of Hazardous Waste, Document destruction, Medical Gas service through organization.  
• Obtains and maintains MSDS sheet for organization and works closely with vendor   ensuring MSDS compliance; provides contact information to employees.
• Assists the Assistant Vice President of Facilities with preparation and management of departmental budgets and departmental accounts, including keeping detailed records of expenditures, routinely reconciling reports, and initiating/maintaining inventory for the department.
• Maintains audits and generates reports to ensure accuracy and integrity of the system.  
• Updates the maintenance plan, as needed.
• Creates and maintains computer graphic maps of building systems such as fire prevention, alarm devices, HVAC locations, evacuation routes, and special project documents.  
• Prepare departmental bid requests and project management files to assist the Assistant Vice President of Facilities in planning organization projects.
• Composes and edits contracts and specifications, distributes documents, notify of construction and vendors of projects and results.  
• Updates and maintains current certificates of insurance for contractors and vendors.
• Maintains and creates departmental files including historical and current documents, OSHA, employee records, special events and calendars.
• Actively participates as a safety member of the organization safety committee, department safety committee, and other departmental events.  
• Coordinates agendas, prepares materials, takes minutes and develops safety training modules for staff, faculty and administrators and trains safety leaders.   Participates in various college standing or ad hoc committees.
• Coordinates the use of fleet vehicles.  Distributes keys, documents usage and assignments, verifies drivers are on the authorized driver list, ensures safety and maintenance of vehicles, and maintains a database on the use and repair of vehicles.
• Maintains fuel storage volumes and records necessary for backup Generator buildings.   Obtains bids, compares costs, performs analysis, and places orders as needed.  Prepares reporting documents showing usage and annual comparisons.
• Coordinates the scheduling and records of state-mandated and inspections on boilers, elevators, fire systems, sprinklers, etc.
• Administers the Facilities work order system and preventive maintenance software.  Maintain preventive maintenance schedules for facilities department employees.  
• Provides shipping, receiving and delivery services.
• Performs other related tasks as required.

Supervision – Works under the general supervision of the Assistant Vice President of Facilities Management.

Attendance – Individuals in this position are expected to be available during the peak business hours and work a remotely On-Call schedule.

Minimum Qualifications

• Office administration or a related field.
• Three to five years of related experience, or a combination of education and experience commensurate with the requirements of the position.
• Proficiency in word processing and database software and ability to learn and use a variety of personal computer software.

Working Conditions– Conditions are those of a typical office environment, requiring frequent communication with external vendors and colleagues, the ability to enter data and written communications in electronic format in a timely manner.