Duties & Responsibilities:
- 55% - Facilities Program Coordination and Support
- Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
- Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
- Coordinates and ensures the completion of all facilities related activities as assigned and assists with EH&S related activities as needed.
- Coordinates with furniture vendors, Facilities and IT team members to assist with company-wide additions, moves and changes.
- Works with furniture vendors and assists with the coordination of installations and deliveries.
- Oversees asset tagging and asset disposal protocols for all furniture.
- Monitors vendors and suppliers, ensuring compliance with scopes of work and contract terms.
- Maintains vendor contact information current for all Facilities contracted service vendors and manages furniture warranties.
- Supports meeting management by monitoring and scheduling calendars, allocating sufficient time for room setups and delivery of necessary equipment.
- Coordinates bi-monthly staff meetings and agendas.
- Orders office and building supplies for the Facilities department.
- Supports the Program Manager with processing construction invoices for payment.
- Assists Facilities with processing accounts payable, generating requisitions, generating and following up on work orders, preparing scopes of work and planning space utilization.
- Monitors CalOptima Health’s off-site equipment, furniture and document storage, including ensuring document inventories are always kept current.
- Responds to internal 911 calls and coordinates appropriate responses to emergencies.
- Assists with emergency preparedness protocols, staff training and manual updates.
- Supports with annual policy reviews and updates for both Facilities and EH&S departments.
- Tracks and ensures timely payments for post office boxes.
- Tracks postage meter balances and ensures postage is reloaded in a timely manner to avoid mailroom disruption.
- Assists with the mass notification systems and coordinates regular meetings with the appropriate departments.
- Maintains lost and found procedures.
- 40% - Project Support
- Assists the Program Manager by managing project documentation workflow including requests for information (RFIs), submittals, architectural drawings and change orders.
- Coordinates recurring project meetings, drafts agendas, records detailed meeting minutes, and tracks action items to ensure project timelines are met.
- Assists in processing general contractor and vendor pay applications, tracking lien waivers, reviewing invoices and tracking material and equipment deliveries.
- Coordinates necessary city permits, licenses and vendor insurance certificates.
- 5% - Other
- Completes other projects and duties as assigned.
Minimum Qualifications:
- High school diploma or equivalent PLUS 2 years of administrative support experience in facilities management or property management required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.
- 1 year of professional experience in commercial construction administration and project coordination required.
Experience with construction management software such as Procore (or equivalent) and Bluebeam required.
Preferred Qualifications:
- Bachelor’s degree in business administration, finance, construction management or related field.
- International Facility Management Association (IFMA) Certified Facility Manager (CFM) or Facilities Management Professional (FMP) designation.
- Real Property Administrator (RPA) or Certified Property Manager (CPM) designation.
- Experience working in a public sector environment.
Required Licensure / Certifications:
Knowledge & Abilities:
- Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
- Work independently and exercise sound judgment.
- Communicate clearly and concisely, both orally and in writing.
- Work a flexible schedule; available to participate in evening and weekend events.
- Organize, be analytical, problem-solve and possess project management skills.
- Work in a fast-paced environment and in an efficient manner.
- Manage multiple projects and identify opportunities for internal and external collaboration.
- Motivate and lead multi-program teams and external committees/coalitions.
- Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.
Physical Requirements (With or Without Accommodations):
- Ability to visually read information from computer screens, forms and other printed materials and information.
- Ability to speak (enunciate) clearly in conversation and general communication.
- Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
- Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
- Lifting and moving objects, patients and/or equipment more than 50 pounds
Pay: $25.87 - $38.80 per hour
Work Location: In person
