Maintenance / Facilities Coordinator (Part-Time)

Position Summary

The Facilities Coordinator is responsible for coordinating the day-to-day maintenance and operational needs of OAA's facilities to ensure a safe, clean, efficient, and well-maintained environment for patients, visitors, and employees. This position serves as the primary point of contact for facility maintenance requests, vendor coordination, preventative maintenance, and building inspections while performing light maintenance and repair work as needed.

The Facilities Coordinator works closely with the Director of Operations, landlords, contractors, vendors, and internal departments to maintain OAA's facilities across all office locations.

Essential Duties & Responsibilities

Facilities Operations

• Coordinate maintenance and repair activities for all OAA locations.
• Monitor and respond promptly to requests submitted through the Facilities Ticketing System.
• Perform routine inspections and facility walk-throughs to identify maintenance, safety, and appearance concerns.
• Perform light maintenance including:
  • Changing light bulbs and ballasts
  • Minor plumbing repairs
  • Basic carpentry
  • Painting and touch-up work
  • Furniture assembly and repairs
  • Minor equipment repairs
• Coordinate larger repairs with outside vendors and contractors.
• Prioritize facility requests, preventative maintenance, vendor coordination, and daily operational responsibilities while maintaining a safe, compliant, clean, and patient-centered environment across all OAA locations.

Vendor & Contractor Management

• Serve as the primary contact for vendors, contractors, landlords, and service providers.
• Obtain quotes and assist the Director of Operations with vendor selection and contract renewals.
• Coordinate preventive maintenance and inspections for:
  • HVAC
  • Fire extinguishers
  • Building systems
  • Cleaning services
  • Snow removal
  • Medical equipment maintenance
• Monitor vendor performance and ensure services are completed timely and according to contract.

Safety & Regulatory Compliance

• Assist with OSHA compliance initiatives.
• Identify and report safety hazards and coordinate corrective action.
• Coordinate required building inspections and fire marshal inspections.
• Assist with Emergency Preparedness planning.
• Partner with the Safety Officer and leadership team regarding facility-related safety concerns.

Building Maintenance

• Maintain organized inventory of maintenance supplies and equipment.
• Coordinate office moves, furniture installations, and workstation changes.
• Assist departments with facility-related projects.
• Monitor cleanliness and building appearance throughout all locations.
• Recommend repairs, replacements, and facility improvements.

Administrative Responsibilities

• Maintain maintenance logs and service records.
• Assist with facilities budgets by obtaining quotes and monitoring expenditures.
• Track preventative maintenance schedules.
• Assist with planning facility improvements and capital replacement projects.
• Maintain effective communication with leadership regarding facility needs and ongoing projects.

Courier Coordination

• Coordinate courier schedules and assignments to ensure appropriate coverage.
• Serve as the primary point of contact for courier-related operational needs.
• Provide day-to-day guidance and scheduling support to courier staff. (Performance management, disciplinary action, and hiring decisions remain the responsibility of the Director of Operations.)

Additional Responsibilities

• Travel between OAA locations as necessary.
• Participate in special projects.
• Perform other duties as assigned.

Supervisory Responsibilities

This position does not have formal supervisory responsibilities.

May provide day-to-day coordination and direction to courier staff and outside contractors but is not responsible for hiring, discipline, performance evaluations, or employment decisions.