Facilities and Operations Coordinator - hybrid position based in Oceanside, CA

Job Description

Title: Facilities and Operations Coordinator

Benefits of Working at SIATech:

Work Year: July 1 - June 30 215 Days/Year

Member of California Public Employees Retirement System (CalPERS). SIATech contributes 27.8% of salary to CalPERS annually (2024-2025).

Comprehensive health benefits including 4 medical plans, dental & vision plans Employer paid life insurance

96 hours of paid sick leave

Over 8 weeks of time off annually

Primary Function: Maintain and oversee the organization’s multiple site facilities, to ensure that work environments are safe and functional; Responsible for developing, interpreting, and implementing policies and procedures to facilitate processes, and clarify and correct procedural problems; functional areas include management of furniture inventory, warehouse operations, contractual agreements, facilities, workplace safety and security, environmental planning and certifications, mail and deliveries, and purchasing procedures and operations.

Reports To: Director of Finance

Status: Exempt

Essential Functions:

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

I Facilities Management

Develop, implement, and review practices and priorities of school maintenance, repair, and refurbishment.

Use the facilities component within the organization’s help desk software system to keep track of all projects requested by sites, and plan and prioritize repair and maintenance projects for timely completion.

Train all appropriate staff on the use of the facilities help desk system.

Direct maintenance activities within the organization including preventive maintenance, work orders from various sites, and travel to various sites to observe operations.

Communicate regularly with site leadership to keep them apprised of progress of projects.

Supervise subcontracted labor and vendors; prepare procurement documents, oversee performance, and assure completion of work according to contracts.

Direct and manage all environmental studies and related mitigation issues required by local state and federal regulations for all sites.

Oversee, develop, and update disaster and safety plans for all sites.

Conduct and oversee quarterly meetings of the Safety Committee.

Coordinate and implement building security where required.

Manage established pickup and delivery schedules and the inter-site transfer of materials.

Negotiate and monitor contracts from beginning to notice of completion; resolve disputes, changes, substitution requests, payment authorizations and other matters as needed.

Negotiate contracts, including lease agreements; review legal conditions and close contracts.

Oversee and coordinate restoration projects at sites.

Work with the IT department to plan the physical space when new sites are established or when sites are relocated.

Attend a variety of meetings and participate on assigned committees.

II Purchasing Procedures and Operations

Oversee, coordinate, and direct the receipt and storage of materials, distribution of equipment, and processing of requisitions.

Coordinate and secure all necessary “SIATech” printed materials such as stationary and business cards.

Develop and maintain control of manual and/or automated perpetual inventory records systems to ensure accurate records of all facilities-related inventory assets.

Coordinate and oversee all shipping, receiving and distribution.

Oversee and facilitate incoming and outgoing mail.

Maintain the warehouse at the Central Office, and ensure that the space is clean, organized and all item are clearly labeled and neatly stored.

Control purchases of products, including those that are hazardous or toxic.

Resolve problems relating to purchasing, delivery, and vendor performance as well as product availability as it relates to asset management.

Prepare RFP’s and obtain proposals for services and quotations on items at an assigned dollar amount; evaluate quotes and make recommendations based on findings; solicit financing proposals for construction projects or equipment purchases; coordinate receipt of documents for authorization to proceed.

Develop and maintain sources of supply by maintaining current knowledge of technology changes, vendor competence, and competitive marketing conditions.

Manage vendor negotiations and pricing to procure highest quality products at the best economical cost.

III Professional Responsibilities

Lives the mission, vision and values of the organization.

Demonstrates the highest levels of integrity.

Organizes all work to ensure all deadlines are met.

Commits to continuous self‐improvement and increasing knowledge and skills.

Promotes positive staff morale and commitment to the mission, vision, and values of the organization.

Communicates effectively, timely and appropriately both orally and in writing.

Demonstrates effective leadership skills, problem solving, and decision‐making.

IV Other Duties

Performs other duties as assigned.

Educational Support Professional Expectations:

Every Educational Support Professional that joins the SIATech, Inc., network of schools should demonstrate the following expectations:

Professional Attitudes and Behaviors

Understands, supports, and shares mission, vision and values of the organization

Observes professional dress and grooming standards

Uses all resources appropriately

Maintains confidentiality

Exhibits integrity & ethical principles in all situations

Accepts and responds appropriately to guidance and constructive feedback

Shows initiative in finding solutions

Respects the rights of others

Professional Relationships

Participates and contributes to a positive work culture

Works collaboratively with all staff

Represents the organization in a professional manner at all times

Treats all people respectfully and impartially

Embraces and respects diversity

Demonstrates sensitivity to multi-cultural issues

Addresses issues and concerns professionally

Seeks out opportunities to assist others in project completion

Professional Responsibilities

Maintains accurate records

Complies with established work hours & attendance policies

Attends and is actively engaged in all required meetings

Completes job requirements according to established timelines

Adheres to travel policies & completes documentation in a timely manner

Demonstrates knowledge of and follows all organizational policies and procedures

Adheres to local, state, and federal laws and regulations

Practices safe work habits and encourages others do the same

Sustains a high level of proficiency in his/her job and keeps up with current trends in the organization

Attends and complies with mandatory trainings

Maintains professional written and verbal communication

Knowledge and Abilities:

Knowledge Of

Planning, organization, and direction of assigned departments

Building construction practices and laws governing the construction, maintenance, and repair of schools and public buildings

Health and safety regulations and procedures

Software programs designed for operations/facilities requests

Technical aspects of various building maintenance trades

Construction inspection methods

Organizational purchasing policies and procedures including fixed asset inventory

Warehouse operations, procedures, equipment, and terminology

Local vendors and sources of supply

Bid preparation procedures

Laws, rules, and regulations related to assigned activities

Financial and statistical record-keeping techniques

Interpersonal skills using tact, patience, and courtesy

Ability To

Plan, organize, schedule, assign, and review maintenance and repair of school buildings, grounds, associated equipment, and projects

Develop and administer contracts for school construction projects

Read, interpret and work from construction drawings and blueprints

Assure compliance with safety practices and various code requirements

Receive and analyze bids and recommended awards

Prepare and administer service contracts

Purchase a variety of equipment, materials, supplies, and services

Establish, implement, and direct purchasing policies

Operate equipment common to warehouse operations

Maintain a rigorous work schedule requiring stamina and continuous heavy physical exertion

Perform a variety of duties related to the acquisition of supplies, equipment, and materials for the organization

Evaluate prices, items, discounts, and quantities to purchase items cost-effectively

Analyze situations accurately and adopt an effective course of action

Meet schedules and timelines

Work independently with little direction

Education and Experience:

Bachelor’s degree preferred

§Four years increasingly responsible experience in operations and facilities management

Three years work experience in planning, receiving, storing, and distribution of materials and building maintenance, facilities and facilities planning.

Supervisory experience in a warehousing environment is highly desirable.

Certifications and Licenses:

Valid California driver’s license

Current TB test

Travel:

Local travel to various workplaces will be required as needed.

Work Environment:

This position follows a hybrid work structure where employee can work remotely or from the office, based on organizational needs and demands of specific tasks. The office is a professional office environment and routinely use standard office equipment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 50 pounds.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $66,592.00 - $81,136.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Experience level:

• 4 years

Schedule:

• 8 hour shift

Work setting:

• Charter school

Ability to Relocate:

• Oceanside, CA 92056: Relocate before starting work (Required)

Work Location: Hybrid remote in Oceanside, CA 92056