Operations Coordinator

Description

General Role Description

The Operations Coordinator provides administrative and operational support to the Maintenance Department to ensure the efficient management of facility maintenance activities. This position serves as a central point of coordination for maintenance-related documentation, vendor communications, work scheduling, compliance tracking, inspections, and training records. The Operations Coordinator works closely with maintenance staff, contractors, and agency leadership to support preventative maintenance programs, routine inspections, work order management, and operational reporting. This position helps ensure maintenance operations are organized, compliant, efficient, and aligned with agency goals and regulatory requirements.

Essential Duties and Responsibilities

•Develops, implements, and continuously improves operational processes, workflows, and tracking systems to increase efficiency, accountability, and consistency across the Facilities and Development Department.

•Coordinates communication with vendors, contractors, and service providers regarding maintenance projects, repairs, inspections, and service agreements.

•Obtains, organizes, and tracks vendor quotes, proposals, and supporting documentation for maintenance-related purchases and services.

•Assists with scheduling maintenance activities, preventative maintenance tasks, contractor visits, and facility projects.

•Coordinates operational requests across departments and serves as a liaison between Facilities, Finance, Compliance, Programs, IT, Human Resources, and external partners.

•Maintains maintenance calendars and ensures timely completion of recurring monthly, quarterly, and annual inspections.

•Develops and maintains project trackers, dashboards, action item logs, and status reports to ensure timely completion of departmental priorities.

•Maintains accurate records of work orders, maintenance activities, vendor contracts, and departmental documentation.

•Coordinates with HR to track maintenance-specific employee training requirements, achieved certifications, licenses, and compliance deadlines for maintenance staff.

•Assists in preparing reports, spreadsheets, budgets, and other administrative documents related to maintenance operations.

•Serves as the primary operational support to the Vice President by managing incoming requests, monitoring priorities, coordinating follow-up activities, and ensuring timely completion of assigned tasks.

•Supports inventory tracking and procurement processes for maintenance supplies, equipment, and materials.

•Coordinates day-to-day vehicle fleet operations, scheduling preventive maintenance and repairs, tracking vehicle utilization and service records, and ensuring fleet readiness, regulatory compliance, and cost-effective performance.

•Monitors outstanding action items, follows up with internal staff, vendors, and contractors, and escalates delays or barriers as appropriate.

•Serves on agency committees as requested.

•Carries out additional duties essential to the above-stated responsibilities as assigned.

•Is mindful of and integrates Trauma-Informed Care and its five principles in all duties and interactions with fellow staff, residents, and external partners.

•Maintains compliance with all required rules and regulations including Federal Confidentiality (42 CFR, Part 2), HIPAA, Medicaid and/or HUD, and any others.

•Regular attendance at work location.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•Other duties may be assigned.

Requirements

Qualifications

•Associate’s degree in Business Administration, Operations Management, Project Management, Facilities Management, or related field, or an equivalent combination of education and progressively responsible operational experience. Prior administrative, clerical, or related experience preferred

•Proficient computer and office technology skills, specifically related to Microsoft Office programs

•Qualifications may vary based on assigned duties, program needs, and the specific responsibilities of the position. Additional or alternative qualifications may be required depending on the scope of work performed.

•Valid NYS Driver’s License and reliable automobile.