Facilities Coordinator

Job Details

Job Location
National Center on Institutions and Alternatives Inc - Baltimore, MD

Position Type
Full Time

Education Level
High School/GED

Salary Range
$60,000.00 - $65,000.00 Salary/year

Job Shift
Day

Job Category
Facilities

Description

Job Title: Facilities Coordinator

Department: Administration - Facilities

Reports To: Executive Director of Community Living and Facilities

FLSA Status: Exempt

General Purpose of the Job: Under the direction of the Executive Director of Community Living and Facilities, the Facilities Coordinator ensures that all NCIA properties are maintained in accordance with company policies and regulatory requirements. This includes overseeing the timely completion of maintenance tasks, ensuring compliance with safety standards, and addressing facility issues proactively. The Facilities Coordinator plays a critical role in maintaining safe, functional, and well-maintained facilities across Baltimore City, Baltimore County, and Prince George's County.

The Facilities Coordinator is responsible for managing NCIA's commercial and residential property maintenance to ensure the overall functionality, safety, and compliance of all facilities. This role involves overseeing the day-to-day operations of maintenance activities across three commercial buildings, 40 residential properties, and a vocational training center in Baltimore City. The Facilities Coordinator will manage third-party vendors for preventative maintenance and repairs, address maintenance requests through a ticket management system, and handle smaller maintenance tasks as needed. The role is accountable for ensuring that high standards are maintained in all aspects of facilities management, including physical conditions, safety standards, and the completion of work orders in a timely and cost-effective manner.

Essential Duties and Responsibilities:

Vendor Coordination

• Serve as the main liaison with outsourced third-party vendors for preventative maintenance and repair services across NCIA properties, including the Baltimore City vocational training center.
• Assign work orders to vendors for larger or specialized maintenance tasks.
• Track vendor performance to ensure services are completed on time, within budget, and meet NCIA's quality standards.
• Review vendor invoices and service reports for accuracy before submitting for approval.
• Work with vendors to schedule regular preventative maintenance and repairs with minimal disruption to operations.

Ticket Management & Work Order Oversight

• Manage the ticketing system for maintenance requests across all NCIA properties, including commercial buildings, residential homes, and the vocational training center.
• Log, prioritize, assign, and monitor tickets through to completion, ensuring timely updates to program staff, tenants, and leadership on status and progress.
• Personally handle smaller, routine maintenance requests (e.g., minor repairs, changing light bulbs, fixing door locks, unclogging sinks) when feasible.
• Identify recurring maintenance issues and escalate to supervisor for long-term solutions.

Facilities Inspections & Compliance Support

• Conduct regular inspections of NCIA facilities, including the vocational training center, to identify maintenance needs, safety concerns, or areas for improvement.
• Perform on-the-spot corrective actions, such as addressing minor safety hazards or performing immediate repairs.
• Assist in ensuring all properties comply with local, state, and federal regulations, including OSHA and ADA standards.
• Maintain accurate records of inspections, repairs, compliance documentation, and vendor performance.

Budget & Resource Support

• Track and report facility-related expenses, ensuring all work orders and repairs remain within established budgets.
• Assist in obtaining quotes and cost estimates for larger repair projects and preventative maintenance schedules.
• Maintain an organized inventory of tools and supplies needed for minor maintenance tasks.

Stakeholder Communication

• Act as the point of contact for facility-related concerns from NCIA staff, tenants, and program leaders across Baltimore City, Baltimore County, and Prince George's County.
• Proactively communicate with stakeholders regarding maintenance schedules, vendor updates, and any disruptions to facility operations.
• Provide recommendations to leadership for cost-saving measures and facility improvements based on observed needs.

Hands-On Maintenance Responsibilities

• Address routine maintenance tasks and quick fixes, such as:
  • Changing light bulbs or air filters.
  • Fixing door handles, locks, or minor furniture repairs.
  • Unclogging sinks or addressing other minor plumbing issues.
  • Patching small wall holes or touching up paint.
• Resetting breakers or addressing basic electrical issues.
• Perform immediate and temporary corrective actions to minimize disruption to NCIA's programs and services.
• Ensure all personal maintenance tasks are completed safely and documented in the ticketing system.

Supervisory Responsibilities: None.

Qualifications

Education and/or Experience:

1. 3 (three years of general maintenance and/or construction experience; and
2. A minimum of a high school diploma, Bachelor's degree or some college education is preferred.

Required Skills/Abilities:

1. Excellent verbal and written communication skills.
2. Proficient in Microsoft Office Suite or related software necessary to create and maintain reports and logs.
3. Excellent organizational skills and attention to detail.
4. Ability to perform well in a fast-paced environment.

MISSION ALIGNMENT

At NCIA, our mission to empower people with limited access to opportunities is at the heart of everything we do. The Facilities Coordinator is an integral part of creating safe, functional, and inclusive spaces where individuals can thrive. By maintaining high standards for NCIA's facilities, this role supports the organization's commitment to equity, compassion, and promoting independence.

Certificates, Licenses, Registrations: None.

Other Skills and Abilities:

1. Solid judgement along with decision-making skills
2. Good interpersonal skills
3. Exceptional planning and organizational skills
4. Ability to work independently and as part of a team.
5. Customer service oriented
6. Skills in the areas of light electrical, light plumbing, carpentry, painting, and light mechanical repair.
7. Ability to assess and prioritize maintenance requests.

Other Qualifications:

1. Possesses a valid Maryland Driver's License and must have an acceptable driving record as determined by the criteria established by NCIA's insurance carrier and the NCIA policy.

Physical Demands:

1. Communication and auditory ability required.
2. Prolonged periods standing and walking throughout facilities.
3. Must be able to lift to 50 pounds at times.
4. Must be able to bend, lift, stretch, climb, and crawl to maintain equipment and buildings.
5. Must be able to perform work in a variety of weather conditions.

Work Environment:

1. Both indoor and outdoor environments, with potential exposure to weather elements, such as rain, wind, or snow on a regular basis. May require travel to different NCIA properties and locations.
2. Exposure to moderate noise to high volumes of noise.
3. Fast-paced environment, which includes daily scheduling and handling multiple maintenance requests.

I understand that the above information in this description has been designated to indicate the general nature and level of work performed by an employee with this job title. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.