Facilities Coordinator

Position: Facilities Coordinator

Job Type: Full Time

Job Status: Exempt (hourly)

Department: Facilities

Reports to: Director of Facilities

Summary/Objective

The Facilities Coordinator is responsible for overseeing the day-to-day coordination, maintenance, and operational efficiency of all PPCS facilities. This role combines hands-on technical expertise in mechanical systems (HVAC, plumbing, and general maintenance) with administrative and operational leadership responsibilities. The Facilities Coordinator serves as a key liaison between internal teams, external vendors, and the Director of Facilities to ensure all properties are safe, compliant, and operating efficiently in support of PPCS’s mission.

Essential Functions

Facilities Operations & Coordination

• Coordinate and prioritize daily work orders across all PPCS facilities, ensuring timely and high-quality completion
• Serve as the primary point of contact for vendors, contractors, and service providers
• Schedule and oversee routine maintenance, inspections, and repair projects
• Track and manage service contracts, warranties, and vendor performance
• Maintain accurate records of maintenance activities, compliance documentation, and service history

Mechanical Systems & Maintenance

• Perform skilled maintenance and repairs with an emphasis on HVAC, plumbing, and mechanical systems
• Conduct preventive maintenance to ensure efficient operation of building systems
• Respond to urgent maintenance issues, including after-hours emergencies as needed
• Coordinate with licensed professionals for specialized work and inspections

Compliance, Safety & Risk Management

• Ensure all facilities remain compliant with local, state, and federal codes and regulations
• Monitor and maintain safety systems, including fire protection, emergency lighting, and egress pathways
• Assist with inspections, audits, and corrective actions as needed
• Identify potential risks and recommend proactive solutions

Administrative & Systems Management

• Utilize work order systems (e.g., Bell Data System) to track, manage, and report on maintenance activities
• Monitor supply inventory and coordinate purchasing of tools, materials, and equipment
• Assist in developing reports on facility performance, costs, and operational needs
• Support budgeting efforts by tracking expenses and identifying cost-saving opportunities

General Facilities Support

• Perform minor electrical, carpentry, and appliance repairs as needed
• Support cleanliness, organization, and upkeep of all PPCS properties
• Participate in on-call rotation for emergency response

Required Education and Experience

• High School Diploma or GED required; technical certification in HVAC, plumbing, or mechanical systems strongly preferred
• Minimum 5 years of experience in facilities maintenance or building operations
• Demonstrated experience coordinating maintenance activities or overseeing vendors preferred
• Strong working knowledge of building systems, safety standards, and compliance requirements
• Proficiency with Microsoft Office and digital work order systems
• Valid driver’s license required
• Ability to work effectively with diverse populations, including individuals experiencing homelessness

Work Environment & Physical Requirements

• Work is performed across multiple PPCS facilities
• Must be able to lift and carry at least 50 lbs
• Requires local travel between sites
• May require evening, weekend, or on-call availability

Supervisory Responsibility

This position has direct supervisory responsibilities as well as coordinating contractors, vendors, and facility-related activities.

Position Impact

The Facilities Coordinator is critical to ensuring that PPCS facilities operate safely, efficiently, and in alignment with organizational standards. This role supports both daily operations and long-term facility performance, serving as a bridge between technical maintenance and strategic facility management.