Facilities Operations Coordinator- Non Union

Facilities Operations Coordinator: This 1.0 FTE/Full-time position is scheduled to work 8-HR day shifts.

This position provides accreditation, regulatory, and operational support for the Physical Environment Program and related safety initiatives to ensure ongoing compliance and survey readiness. Additional duties are outlined below.

Compensation: Non exempt, $27.70/hr - $39.58/hr

• Medical, Dental & Vision Insurance – With employer paid premiums for full-time employees
• Mental Health & Wellness Resources – Access to our Employee Assistance Program (EAP), Talkspace, and the Calm App.
• Life Insurance
• Short & Long-Term Disability Insurance

• Retirement/Deferred Compensation Plans – Mason Health contributes 8% of your compensation every pay period when you contribute at least 5%.
• Flexible Spending Account (FSA)
• Tuition Assistance Program
• Approved by the Health Resources and Services Administration (HRSA) for student loan repayment programs.

• Generous Paid Time Off (PTO) – Accrue up to 8 hours of PTO every bi-weekly pay period, starting with 5 weeks of PTO and increasing to 7+ weeks after 3 years.

• Employee Referral Program – Earn up to $7,500 depending on the role.

• Nestled in the heart of the Pacific Northwest – Shelton offers the perfect balance of work and lifestyle, with access to top outdoor recreation, local dining, and unique attractions. Located near Olympic National Park and Puget Sound, it’s a gateway to adventure, surrounded by lush evergreen forests, crisp mountain air, and serene waters.

Job Summary:
Assists the Facility Manager and the Physical Environment and Security Manager in planning, organizing, coordinating, and maintaining effective facility maintenance, groundskeeping, medical equipment maintenance, physical environment, security, and emergency planning operations.  May develop a primary focus and subject matter expertise in Facility and BioMed, Physical Environment, or Security and Emergency Management functional areas.

Essential Duties and Responsibilities:

1. Responds to telephone, cell phone, email, Microsoft Teams messages, and other communications; addresses stakeholder questions and concerns on a variety of subjects; and directs communications to the appropriate department or person as necessary to resolve concerns.
2. Performs general clerical duties including photocopying, faxing, mailing and filing; maintains electronic and hard copy filing systems.
3. Assists managers with creating, maintaining, and distributing staff schedules, timecard approval due dates, department-specific personnel files, and department meeting notifications. May review, adjust, and submit timesheets as delegated by a manager.
4. Creates and modifies forms, documents, spreadsheets, charts, and presentations using Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
5. Researches pricing, obtains quotes, and submits purchase requests for office supplies, maintenance and repair parts, inventory supplies, and equipment repair or replacement services. Submits invoices for manager approval and payment.
6. Maintains tracking systems for facility and equipment inventory, maintenance and repair, preventive maintenance, and inspections.
7. Assists with disposals of unused furniture, fixtures, and equipment.
8. Assists Facility Manager and facility maintenance leads in assigning and monitoring service requests and preventive maintenance work orders.
9. Enters and maintains information in third-party systems and applications, such as Energy Star and Practice Greenhealth.
10. Assists managers in preparing for, conducting, and responding to the findings of regulatory and accreditation surveys. Helps develop, conduct, and document physical environment rounding, mock audits, action plans, and reports related to survey findings.
11. Assists the Physical Environment and Security Manager and Security Program Manager in maintaining effective security operations. Processes badge and key requests. Facilitates vendor meetings, surveys, and assessments. Helps develop, conduct, and document security rounding and drills, action plans and reports for findings, and after-action reports.
12. Assists the Physical Environment and Security Manager to maintain effective Emergency Management operations. Facilitates risk assessments and surveys. Helps develop, conduct, and document emergency management rounding and drills, action plans and reports for findings, and after-action reports.
13. Assists in coordinating project-based work, including creating, submitting, and maintaining legal notices; creating and soliciting Requests for Proposals (RFPs); and coordinating contractor bids and responses in compliance with public works regulations. Tracks project budgets and expenditures and prepares reports illustrating project status.
14. Perform related duties and projects as directed.

Required Education and Experience:

1. High school diploma or equivalent.
2. A minimum of five (5) years of experience in secretarial or clerical work
3. Work experience requiring proficiency in Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.

Required Knowledge, Skills and Abilities:

1. Knowledge of modern office practices and procedures, including filing systems, telephone etiquette, communication protocols, and standard office equipment.
2. Strong verbal and written communication skills, including proficiency in English usage, spelling, grammar, and punctuation; Strong keyboarding and data entry skills
3. Ability to work in a fast-paced environment requiring attention to detail, strong organizational skills, and the ability to perform secretarial and clerical duties accurately and efficiently with minimal supervision while maintaining confidentiality.
4. Ability to establish and maintain effective working relationships with co-workers, stakeholders, and the general public, and to exercise sound judgment within the scope of assigned authority.
5. Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, and governmental regulations; prepare reports, business correspondence, and policy and procedure manuals; and effectively present information and respond to questions from managers, clients, customers, and the general public.
6. Ability to identify problems, gather and analyze data, establish facts, and draw valid conclusions.
7. Ability to interpret and carry out a wide variety of technical instructions and procedures.

Mason Health practices equal employment opportunity towards all workforce members and applicants for employment. Mason Health does not engage in or tolerate any discrimination in the workplace prohibited by applicable local, state, or federal law. Specifically, no workforce member will be discriminated against on the basis of their race, color, sex/gender (including pregnancy), sexual orientation, religion/creed, age, disability, marital or veteran status, national origin, genetic information, or any other characteristic protected by applicable state or federal law.