Facilities Coordinator

Position Summary

Facilities Project Coordinator supports all activities affecting the properties owned or occupied by NECC which includes planning and coordinating facilities-related projects, including renovations, repairs, maintenance, infrastructure upgrades, and space management initiatives. Facilities Project Coordinator will be responsible for coordination and maintenance of equipment repairs and maintenance, safety and security systems, and leasing of NECC properties.

Schedule:

• Base working hours Monday- Friday from 8:00 am- 5:00 pm with flexibility for extended hours and possible weekend hours occasionally.
• On-site 5-days per week, no hybrid or remote availability.

Primary Duties and Responsibilities

• Assist with the development of facility project plans and schedules for implementation.
• Assist in identifying and resolving issues or delays that may impact project delivery.
• Track project milestones, deliverables, and deadlines for Management.
• Schedule and support site visits, walkthroughs, inspections, and meetings.
• Maintain and track work orders, maintenance logs, and project documentation, including schedules, vendor/contractor communications.
• Monitor and submit purchase orders and invoices for facility-related projects.
• Coordinate Building and Equipment Repairs and Maintenance including HVAC, plumbing, electrical, elevator, parking lots/structure, painting, flooring, utilities, landscaping, and pest control.
• Coordination of security of all NECC occupied sites through optimal security measures including locks, access restrictions, surveillance systems, and security guards, as applicable.
• Coordinate and assist in the maintenance of the aesthetic appearance of all NECC occupied sites including, paint, flooring, and landscaping/gardening.
• Coordinate and assist in ensuring all NECC sites are audit compliant at all times including Fire Department, health plans, and inspectors.
• Coordinate and provide support ensuring all NECC Sites meet or exceed all Local, State, and Federal Government Laws, Codes, and Regulations.
• Obtain and submit service agreements from vendors and contractors, such as landscaping, pest control, locksmith, general maintenance, water filtration, for review, compliance, approval, and implementation.
• Obtain appropriate bid procurement, progress and final job photos, releases, waivers and signoffs (including Permits & Certificates) for all projects.
• Support in the opening and maintaining vendor accounts and agreements.
• Assist in the oversight and coordination of contractors and suppliers to ensure projects and services are completed timely.
• Maintaining maintenance contracts and scheduling preventative maintenance to ensure proper function of building and equipment.
• Coordinate with vendors, contractors, and internal team to ensure adherence to schedule, quality expectations, and timely completion of facility-related projects.
• Responsible for implementation of repairs, upkeep, and auditing of all safety systems, including fire alarm system, fire sprinkler system, and elevator alarm systems.
• Must be available at all hours based on project needs, emergencies, and supervisor direction.
• Assist in the development, updates, and review of Policies and Procedures.
• Monitor timelines and renewal schedules for facility related licensing, permits, and registrations to ensure they are obtained and active by preparing, gathering, and submitting applications and support documentation.
• Coordinate and prepare meeting materials (including minutes, supporting documentation, contracts, bids, spreadsheets and reports) for Management and Board of Directors.
• Maintain a positive relationship with all vendors, suppliers, and staff.
• Perform other duties as assigned by the Facilities Project Supervisor and/or Operations Director.