Facilities Coordinator

Position Type:

Full-time, Salary

Monday through Friday, 8am-4pm

Purpose: Responsible for maintaining a safe, functional, and clean environment for YWCA Northeast Indiana’s facilities. This role combines hands-on repairs, active oversight of internal facility requests, coordination with specialized vendors  to ensure YWCA property remains secure and fully operational.

Expectations of every YWCA Staff Member: 

• Uphold and promote the YWCA Mission. 
• Maintain compliance with state standards.
• Adhere to established policies and procedures.
• Contribute to fund development efforts for support of all programs and the overall Association. 
• Provide support to other departments and staff.

Essential Duties:

Administrative Duties:

• Maintain a current schedule for use of all general meeting and conference rooms available to staff and others, as well as staff office assignments.
• Maintain updated and accurate inventory of all facilities materials and equipment, as well as office supplies. 
• Source, schedule, and supervise external service contractors and vendors for specialized work (e.g. HVAC, electrical, major plumbing, roofing, security systems, pest control, etc.). Review contract scopes, inspect completed work to ensure high quality, timeliness, and budget compliance. Assess and provide suggestions for cost-savings related to facilities management.
• Assist with the maintenance and updates of the Emergency Action Plan (EAP), Safety Data Sheets (SDS), stericycle disposal schedules, and document retention/shredding logs. 
• Create and maintain organizational depreciation plan for organizational facilities.
• Maintain accurate and appropriate records.

Facility Maintenance Duties:

• Perform routine repairs and preventative maintenance throughout the facility including but not limited to, light plumbing (unclogging drains, fixing leaks), electrical repairs (replacing fixtures, ballasts, outlet plates), drywall patching, painting, minor carpentry, lock repair, and furniture assembly. 
• Perform routine inspections and maintenance for facility, mechanical systems, safety equipment, and company vehicles. Maintain equipment, tools, and an up-to-date repair/maintenance log.
• Oversee and maintain property services such as landscaping and snow removal, provide proactive scheduling according to changing weather conditions. 
• Serve as the primary, responsive contact for staff and client facility concerns. Monitor, prioritize, and address daily facility work orders and maintenance requests in a timely, efficient manner. 
• Responsible for overall security of facilities, including internal and external alarm systems, key control (creating keys, changing locks, etc.), and coordination with local emergency and outside agencies.
• Oversee ordering of maintenance and housekeeping supplies. Ensure all offices, public areas, residential areas, kitchens, and restrooms remain clean and well maintained.
• Assist with the weekly Amazon Donation process by driving a company van for donation pickup and coordination with the Advancement Team for donation drop off. 
• Adhere to established policies and procedures.
• Create and maintain a high quality work environment to perform at the highest level.
• Other duties as assigned to meet the organization's goals.

Education:

• Minimum of high school diploma or GED; associate’s degree or above preferred.
• CPR and First Aid Certifications, must obtain within 6 months of hire.

Knowledge and Experience:

• 2-4 years of experience in hands-on building maintenance, facilities management or trade services.
• Demonstrated skill using standard hand/power tools with solid practical knowledge of minor plumbing, electrical and mechanical systems. 
• Excellent communication and customer service skills with a track record of timely, respectful communication with all populations, including staff and clients.
• Experience overseeing outside contractors, evaluating service agreements, and ensuring quality work. 
• Ability to work flexible hours, including mandatory evening and weekend on-call availability for urgent facilities issues.
• Ability to exercise independent judgment and discretion when handling potentially confidential or sensitive manners.
• Strong time management skills; ability to take initiative to solve problems and work with minimum supervision.

Physical/Mental Essential Requirements:

• Ability to perform moderate-to-heavy lifting (up to fifty (50) pounds), climb ladders, bend, stoop, and stand for extended periods.
• Full range of body motion including manual and finger dexterity and eye-hand coordination.
• Requires corrected vision and hearing to normal range. 
• Ability to sit at a computer work station for extended periods of time. 
• Occasional need to stand for long periods of time.
• Ability to focus on detail and accuracy of work product. 
• Work is performed primarily in a non-smoking office environment, though travel may expose employee to inclement weather conditions.
• Occasional high stress may be experienced in dealing with clients, staff and volunteers.

The statements within this job description are intended to describe the general nature and level of work being performed by employees assigned to this position.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.