Facility Coordinator

Job Type
Full-time
Description
POSITION PURPOSE: The Facility Coordinator position is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. Also responsible for directing and coordinating office services and related activities.
ESSENTIAL FUNCTIONS AND DUTIES: (not all inclusive)
To perform this job successfully, an individual must be able to perform each essential function/duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/duties:
1. Work Conduct
a. Maintains a positive and enthusiastic attitude.
b. Works harmoniously and effectively with staff and the public.
c. Arrives on time to work.
d. Keeps workspace clean and organized.
e. Stays awake and alert while on work time.
f. Works the full hours per week for the position.
g. Effectively works under stressful situations and with problem customers.
2. Facility Coordination
a. Supervises the maintenance of office equipment, including copier, fax machine, etc.
b. Responsible for the facilities day-to-day operations.
c. Responsible for maintaining information for inspections for internal and external safety personnel (i.e. Fire Marshall).
d. Responsible for filling our requisition forms and maintaining receipts for purchases when needed.
e. Run monthly safety drills.
f. Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
i. Ensure all visitors sign in/out of the facility and have appropriate identification.
ii. Ensure that all participants who do not ride Paladin transportation sign in/out of the facility.
g. Ensures that contracted vendor maintains lawn care (i.e. mowing of grass, plowing of snow) around the facility.
i. Reports any issues with such vendors to Center Director.
h. Update calendars, schedule meetings, and ensure conference rooms and other meeting areas are prepared prior to use.
i. Responsible for opening/closing the facility (while following proper protocols) to allow the appropriate personnel access to the building.
3. Reception
a. Greet and welcome guests as soon as they arrive at the office.
b. Ensure guests and employees are following proper safety policies and procedures.
c. Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
d. Greet and welcome guests as soon as they arrive at the office.
e. Direct visitors to the appropriate person and office
f. Answer, screen and forward incoming phone calls
g. Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms and brochures)
h. Receive, sort and distribute daily mail/deliveries.
4. Overall
a. Ensure timely completion of job duties.
b. Effectively contributes to problem solving and developing new processes and procedures, in response to changing customer service expectations and system-wide goals.
a. Effectively communicates to staff and customers verbally and in writing.
b. Effectively contributes to the work and success of the team.
c. Report, acknowledge, and resolve complaints from outside contacts.
d. May be asked to serve on various agency committees (safety, events planning, cope, medic etc.)
e. Responsible for working in the program rooms, if needed.
5. Technology
a. Effectively uses the following equipment:
i. Laptops, desktops, or other computer equipment
ii. Printer, copier, fax, scanner, etc.
iii. Mobile Devices
iv. External storage devices
b. Effectively learns and uses integrated library software, Microsoft Office Suite, google apps for work, open-source office software, and Active Directory.
c. Effectively uses the Internet as appropriate for work.
d. Effectively learns and uses email.
e. Effectively learns and uses social media and apps as appropriate or needed for work.
6. Physical Demands
a. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear. The employee is occasionally required to stand; walk; sit; climb; balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. The employee must be able to perceive, initiate, or respond to fire alarms, warning sirens, and telephone system all-call messages in a calm, rational manner, making sure that the other employees and patrons are safe and out of the building.
b. While performing the duties of this job, the employee may be exposed to room temperature changes.
c. While performing the duties of this job, the employee may be exposed to noise levels that are low to moderate.
Requirements
COGNITIVE REQUIREMENTS:
Work with minimum supervision (makes own decision as to priorities)
Ability to work on several tasks at the same time such as (typing, answering telephone, greeting visitors, answering intercom, and directing staff, clients, and public to appropriate individuals or departments)
Patience and diplomacy needed when dealing with clients or public with limited communication skills or difficult clients.
ADDITIONAL INFORMATION:
May be asked to serve on various agency committees (safety, events planning, cope, medic etc.)
Responsible for working in the program rooms, if needed.