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Child & Family Resources Facilities Coordinator in Phoenix, Arizona

This job was posted by https://www.azjobconnection.gov : For more information, please see: https://www.azjobconnection.gov/ada/r/jobs/4327521

General Description

Coordinates and carries out all facility-related functions, policies and procedures for the entire Agency. Manages contractor and vendor relationships. Responsible for multiple projects to achieve strategic initiatives of the department.

Summary of Essential Job Functions

+ Works directly with contractors, vendors, property managers, remote locations points of contact and agency staff to ensure agency facilities are in proper working order and are in compliance with all safety regulations and agency policies and procedures.

+ Provides follow-up of all work done by contractors to ensure jobs are completed in a timely manner.

+ Reviews invoices for accuracy; follows up on all incorrect invoices.

+ Assists in planning and implementation of the Agency’s environmental efforts including but not limited to increased recycling opportunities, utility management and analysis for cost savings.

+ Implements best practice processes to increase efficiency when developing and maintaining internal standards and procedures for facilities.

+ Coordinates facility central services such as security, cleaning, waste disposal and parking.

+ Assists with the provision of furnishings and fixtures including their maintenance and repair. Maintains furnishings inventory spreadsheet for all agency sites.

+ Serves as liaison and coordinates with regulatory city and state authorities regarding issues such as building code/safety issues, accessibility issues, OSHA compliance, historic landmark requirements, etc.

+ Supports planning and construction activities for new offices, relocations, and building work/renovations, including development of an appropriate scope of work, implementation of design, and construction or post-construction phases. Including physically moving items and supplies as needed. Collaborates with senior leadership to ensure planned work meets user needs.

+ Oversees the functioning of all building systems including mechanical, electrical, fire and sprinkler systems.

+ Maintains and oversees the facility work order system and assigns work, activities and projects to ensure efficient utilization of vendors. Provides prompt response to requests and issues from facility occupants.

+ Assists with the development of risk management practices and procedures, functions and systems in relation to operations. Assists with the development of the agency’s disaster recovery system and backup procedures in collaboration with the technology contractor.

+ Ensures Facility strategies are in compliance with applicable regulations, agency COA standards and strategic initiatives of the agency.

+ Updates business licenses and alarm permits for all Agency sites. Maintains key control system.

+ Responds to facility and equipment alarms and system failures. Works with remote locations point of contacts to ensure protocols are in place for all agency sites.

+ Updates quarterly space allocations for all sites. Assists senior leadership and Space Planning Committee with allocating and managing facility space for maximum efficiency and usage.

+ Ensures facilities related training materials are kept current and communicated to staff. Presents facility-related topics at Staff Meetings.

+ In conjunction with Human Resources, ensures facilities orientation materials are up to date.

+ Generates and presents regular reports and reviews of facility-related contracts, expenditures and purchases. Also maintains facility related information on spreadsheets and databases such as facility spreadsheet and PQI reports. Assists in the budgeting process for Facilities.

+ ·Reviews safety checklists for all sites on a monthly basis and facilitates any required maintenance.

+ Maintains and updates Facilities binders, forms, and the Facility Documents folder on network drive.

+ Coordinates scheduled outages such as telephone, electrical, etc. with other sites and staff.

+ Maintains and updates lease schedule, janitorial contracts and related documents for all sites.

+ Performs other duties as required.


+ High school diploma or GED and a minimum of two years’ experience in facilities or property management required. Associates/ Bachelor’s degree with two years property management experience preferred. Excellent organizational skills and ability to meet established deadlines.

+ Detail oriented, establish and maintain accurate records, performs data analysis and evaluation.

+ Contract coordination skills involving tracking renewals of facility contracts and leases, compliance with agency standards, and evaluating product and service quality.

+ Travel to agency sites within the state is required.

+ Strong interpersonal skills including ability to effectively work with the public and staff at all agency levels.

+ Proficient in Microsoft Office (i.e., Word