What are the responsibilities and job description for the Facilities Coordinator position at Dogwood Health Trust?
FACILITIES COORDINATOR
ABOUT DOGWOOD
Dogwood Health Trust (Dogwood) is a private foundation based in Asheville, North Carolina. Our purpose is to dramatically improve the health and wellbeing of all people and communities of Western North Carolina. We are committed to diversity, equity, and inclusion. We uphold three values that inform our purpose, our strategies, our decisions, and define the core identity of Dogwood. They are:
- Compassion with Courage. We will be bold in pursuing our commitment to the people and communities of Western North Carolina by taking smart risks and investing in opportunities for profound impact.
- Sustainability with Integrity. We will bring transparency and humility in stewarding resources to support and strengthen Western North Carolina for generations to come.
- Partnering with Purpose. We will foster collective impact by promoting collaboration and advancing shared learning.
In alignment with our vision to create an impact in employment, preference will be given to applicants who live in or have a deep connection to our foundation's home in Western North Carolina.
SUMMARY
The Facilities Coordinator will handle the organization's day-to-day facility needs. This position will immediately impact on the efficiency of our operations and have a long-term effect on our overall growth.
The Facilities Coordinator will play a key role in the Operations department by partnering with our Property Manager and contracted vendors to coordinate repairs, help identify risks and opportunities, anticipate future needs, and improve current processes and systems efficiencies.
The Facilities Coordinator will bring a commitment to, and a sense of pride in, maintaining Dogwood’s campus to ensure staff and guests have a working environment that meets their day-to-day needs.
RESPONSIBILITIES & DUTIES
General Responsibilities
- Serve as system administrator for various platforms while ensuring systems work together seamlessly to meet business needs.
- Oversee facilities vendors to ensure service contracts and work orders are carried out to scope, including reviewing invoices for timely and accurate submissions.
- Contribute to departmental budget planning while identifying cost-saving opportunities, ensuring efficient resource allocation.
Building Maintenance and Support
- Responsible for day-to-day maintenance in conjunction with Property Management, including serving as the first point of contact for emergency and/or after-hours issues.
- Collaborate with team members and external vendors to investigate and respond to issues, ensuring clear and proactive communication until remediation.
- Utilize strong collaboration skills to coordinate repairs and maintenance schedules with other departments. Effectively communicate complex issues, conclusions, and decisions orally and in writing.
- Conduct routine inspections of grounds, rooms, and furniture for needed repairs or renovations and fix minor issues in a timely manner.
- Continual monitoring of facility work orders to ensure issues are handled within a timely manner, including documentation regarding resolutions.
- Develop and maintain documentation, including user guides, problem logs, and preventative maintenance schedules. This may include drafting and implementing preventive maintenance schedules.
- Recommend maintenance, mechanical, electrical, and facility changes to promote efficiency, cost-savings, and enhanced security measures.
- Manage service tickets to identify issues, trends, and training opportunities.
- Support facility needs for staff, community, and partner meetings held on the Dogwood campus.
Safety
- Ensure safety standards are followed throughout the facility. This may include participating in emergency preparedness planning and monitoring operations to reduce hazardous conditions.
- Communicate workplace safety and protocols for team members.
- Coordinate annual fire drills and safety evacuation protocols.
Other
- Plan, facilitate, and participate in quality improvement projects to enhance processes and services.
- Engage in the onboarding and offboarding process for employees and other applicable stakeholders.
REQUIREMENTS
Qualifications are a guiding light and are not all-encompassing of what Dogwood considers throughout the selection process. We encourage all candidates to include a cover letter to share how their lived experience, education, and work experience combine to support this role.
Education/Certification
- Bachelor's or Associate degree in Facilities Management or related field is desired OR High School Diploma and relevant training/years of experience in place of a degree.
Work Experience
- 3-5 years of facilities management or maintenance experience.
Experience
- Prior experience creating standard operational procedure documentation.
- Experience working in a team-oriented, collaborative environment.
- Project Management experience preferred.
- Basic knowledge in mechanical, HVAC, electrical, and plumbing systems preferred.
- General AV and Telecom knowledge preferred.
- Solid knowledge and proficiency in Microsoft applications.
- SharePoint experience preferred.
Attributes
- Analytical thinker with a keen attention to detail.
- Ability to troubleshoot and problem-solve.
- Brings a solutions-oriented mindset paired with comfort in hands-on work.
- Communicates effectively, both verbally and in writing.
- Ability to effectively prioritize and execute tasks.
- Exceptional customer service and interpersonal skills.
WORKING CONDITIONS
This position is a full-time, non-exempt role and requires an on-site presence of five days per week. This position should be able to work independently and as part of a team and be available for after-hours emergency calls, weather-related events, and occasional weekend work.
Must have the ability to lift, carry, push, and pull up to 50 pounds. Be able to stand, walk, bend, climb ladders, and stoop for extended periods. Be comfortable working in confined spaces or elevated heights as needed.
WHAT WE OFFER
Dogwood’s purpose of dramatically improving the health and well-being of all people and communities of Western North Carolina is evident within our doors as well. All full-time team members can participate in a broad offering of competitive benefits, including health insurance, retirement, PTO (Paid Time Off), and more. Starting salary is commensurate with experience that will be vetted through the interview process.
OUR COMMITMENT TO EQUITY AND INCLUSION
Dogwood Health Trust is committed to diversity, equity, and inclusion in our work and on our teams. We know that the rich diversity of perspectives and wisdom that is imperative to our purpose can only come from a wide variety of origins and life experiences. We strongly believe that creating a workplace where all team members thrive is critical to fulfilling our purpose in the communities we serve and we intentionally recruit, develop, and retain the most talented people from a diverse candidate pool.
Qualified candidates are urged to apply and will receive consideration for employment without regard to race, color, ethnicity, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state, or local protected class.
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