Facilities Coordinator

Position Summary:

The Facilities Coordinator is responsible for coordinating and administering agency-wide facilities operations, including fleet management, organizational safety and security activities, and emergency preparedness policies and procedures. This position supports compliance with Washington State Department of Labor & Industries (L&I) safety requirements and collaborates with leadership, finance, and program staff to maintain safe, functional, and compliant work environments across all agency facilities and transportation resources.

Responsibilities:
Facilities Operations

• Coordinate day to day facility operations to ensure buildings are safe, functional, and well maintained.
• Assist with development and maintenance of facilities related policies, procedures, and resource manuals.
• Coordinate with leadership and vendors regarding facility repairs, maintenance schedules, inspections, and service contracts.
• Maintain accurate facility documentation, records, and compliance files.

Fleet and Transportation Management

• Maintain agency vehicle inventory records, including ownership or lease status, insurance, registration, and maintenance schedules
• Coordinate vehicle purchases or leases in collaboration with Finance and leadership.
• Oversee routine vehicle maintenance and ensure staff adherence to vehicle use and maintenance policies.
• Manage day to day administration of the electric vehicle program, including charging station scheduling, usage tracking, and other needed infrastructure
• Administer fleet fuel card program, including policy enforcement, training, usage tracking, and vehicle billings support.
• Manage vehicle related invoices and maintain organized fleet documentation.
• Coordinate agency vehicle checkout processes and communicate fleet changes to relevant departments.
• Assist with development and updates of agency vehicle and transportation policies and staff training.

Safety, Security, and L&I Compliance

• Support and coordinate organizational safety and security activities, ensuring alignment with Washington State L&I requirements.
• Assist with maintaining written safety programs, procedures, and required documentation.
• Support Safety Committees by coordinating meetings, maintaining minutes, tracking follow up items, and reporting issues.
• Assist in incident reporting, tracking, and documentation, including coordination of corrective actions.
• Support safety related training for staff and managers, including required workplace safety topics.
• Assist with coordination and documentation of safety inspections, drills, and corrective actions.

Emergency Preparedness and Response

• Assist with development, maintenance, and implementation of organizational emergency policies and procedures, including natural disasters, facility emergencies, and safety lockdowns.
• Coordinate agency wide emergency drills and maintain related documentation.
• Support communication and coordination with designated emergency responders and leadership during planning and preparedness activities.
• Assist with training staff on emergency procedures and facility safety expectations.

Training, Documentation, and Administrative Support

• Assist with tracking safety related and facilities related training completion.
• Maintain organized electronic and physical records for facilities, fleet, safety, and emergency preparedness activities.
• Assist with audits, inspections, and reviews related to facilities, transportation, and safety compliance.

Perform other duties as assigned.