Facilities Coordinator I

Job Locations US-CA-Fairfield
Job ID
2024-3036
FLSA Status
Non-Exempt
Hiring Range
$27.62 - $33.84

Overview

This position is responsible for coordinating Facilities related functions and to provide assistance to Partnership HealthPlan of California (PHC)’s Facilities department. This position will interact with all internal PHC staff as well as various supply vendors and maintenance personnel. Provides the necessary assistance to the Facilities team with a high level of integrity, strong organizational skills and professionalism.

 

*This position is for our mailroom print center onsite.

Responsibilities

  • Coordinates the clerical and administrative responsibilities and various projects for the Facilities/Finance team.
  • Coordinates with Facilities Support Specialists and/or other PHC key staff on new
    employee onboarding as well as off-boarding to ensure processes are maintained.
  • Coordinates the Safety & Security Training for employees as well as annual trainings
    required for Facilities team members such as Fire Extinguisher, AED, and Emergency
    Evacuations.
  • Assists Facilities Support Specialists with inventory control processes including
    Receiving processes and iOffice input.
  • Creates and maintains seating charts for all PHC offices, working with designated PHC
    staff at other locations to maintain accurate charts for all sites.
  • Coordinates with HR on any PHC event planning and follow-through, including any
    necessary set up, take down of tables and chairs.
  • Assists Facilities Support Specialists with the maintenance of the Facilities Help Desk
    inbox emails, tracking and annual reporting to department head.
  • Assists in the coordination of the various service desk tasks in the iOffice program
    ensuring all requests are assigned to the appropriate operator(s), tracked and completed timely.
  • May assist in the implementation and configuration of iOffice modules as directed.
  • Coordinates and maintains the process of all key assignments including key logs,
    signatures and distribution of keys.
  • Researches, as needed, any Facilities related purchase needs and coordinates with the
    Purchasing Specialist their procurement.
  • Prepares and submits contracts to the PHC Contraxx software; follows up and tracks
    progress of submissions.
  • May assist the Facilities Support Specialists with distribution and maintenance of all
    security access badges including distributing new hire badges, temp and vendor badges.
  • Helps coordinate staff moves as directed by Management including instructional emails,
    key collection, documentation as needed.
  • Maintains highest level of confidentiality at all times.

SECONDARY DUTIES AND RESPONSIBILITIES

  • Assists with any Facilities related invoices, working with Purchasing Specialist as needed and/or other Facilities and Finance team members to ensure timely payment to vendors.
  • Assists with Facility logs/records including petty cash, Home Depot, Costco, gas cards
    etc.
  • Will serve as back up to Facilities Support Specialists and Receptionist.
  • Will perform duties as identified in the respective desktop procedures with system access as approved by the direct report.
  • May assist with various mailroom functions when back-up is needed.
  • Assists in special projects as needed or other duties as assigned.

Qualifications

Education and Experience

High school diploma or equivalent; minimum five (5) years of experience performing general office and facilities duties and tasks, preferably in a health care environment; or equivalent combination of education and experience.

 

Special Skills, Licenses and Certifications

Working knowledge of MS Windows. Knowledge of MS Word,
Publisher, Excel, Visio, and/or photo editing software preferred.
Typing 40 wpm. Valid California driver’s license and proof of current automobile insurance compliant with PHC policy are required to operate a vehicle and travel for company business. Bilingual skills in Spanish, Russian or Tagalog may be preferred.

 

Performance Based Competencies

Proficient in communicating effectively, reading and following
instructions accurately, and completing tasks within established time frames. Ability to create, modify, and distribute forms/templates for data collection and maps/space planning charts. Excellent organizational skills with ability to work on multiple projects and assignments simultaneously. Must be able to read and follow directions or operating equipment... Must maintain confidentiality and handle sensitive issues with tact and diplomacy. Good grasp of grammar and etter writing skills a must

Work Environment And Physical Demands

Must be able to lift up to 50 lbs when needed. Must be able to perform repetitive tasks involving wrist, hands, and arms. Must be willing to participate in Facilities sponsored events when necessary.

 

 

All HealthPlan employees are expected to:

 

  • Provide the highest possible level of service to clients;
  • Promote teamwork and cooperative effort among employees;
  • Maintain safe practices; and
  • Abide by the HealthPlan’s policies and procedures, as they may from time to time be updated.

Hiring Range:

 

$27.62 - $33.84

 

IMPORTANT DISCLAIMER NOTICE

 

The job duties, elements, responsibilities, skills, functions, experience, educational factors and the requirements and conditions listed in this job description are representative only and not exhaustive or definitive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business, competitive considerations, or work environment change.

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