Operations Support Coordinator - Facilities
Hope Services· Facilities
San Jose, CA$72kFull-timePosted 3mo ago
About the role
Operations Support Coordinator – Facilities serves as the primary liaison between Hope Services and the outsourced facilities management provider, coordinating day-to-day facilities activities, managing the Noda-Fi work order system, maintaining records, monitoring vendor performance, and ensuring service levels are achieved across all locations.
Responsibilities
- Serve as the primary point of contact between Hope Services and the outsourced facilities management provider.
- Ensure work orders are assigned appropriately.
- Monitor vendor response and completion times.
- Coordinate site access for vendors.
- Escalate unresolved or critical issues to the CFO.
- Conduct regular service review meetings with the outsourced facilities management provider.
- Administer the Noda-Fi Facilities Management System.
- Review work order status daily.
- Monitor SLA compliance.
- Verify work order completion.
- Generate weekly and monthly management reports.
- Track recurring maintenance trends.
- Maintain a centralized repository for all facility records including: Leases, Certificates of Occupancy, Building permits, Site plans, Floor plans, Fire inspections, Fire alarm reports, Fire sprinkler reports, Elevator inspections, HVAC maintenance, Backflow inspections, Generator inspections, Environmental reports, ADA documentation, Insurance certificates, Vendor contracts, Preventive maintenance records, Warranty information, Equipment manuals, Facility operating documentation.
- Ensure all records remain current, organized and audit-ready.
- Maintain vendor contact information.
- Track contract expiration dates.
- Monitor insurance certificates.
- Track contract renewals.
- Coordinate vendor onboarding documentation.
- Assist the CFO with contract administration.
- Maintain service level performance reports.
- Coordinate with Accounting regarding: Electric accounts, Gas accounts, Water accounts, Sewer accounts, Internet services, Utility account documentation.
- Monitor preventive maintenance schedules.
- Coordinate access with program locations.
- Verify scheduled maintenance has been completed.
- Maintain preventive maintenance records.
- Report overdue maintenance activities.
- Maintain documentation supporting compliance with Fire & Life Safety, ADA, OSHA, Local Building Codes, Environmental regulations, Joint inspections, Insurance requirements.
- Prepare documentation for audits, CARF surveys and regulatory reviews.
- Coordinate communication between Hope Services and contractors.
- Maintain project files.
- Track project schedules.
- Maintain warranty documentation.
- Coordinate close-out documentation.
- Support project reporting.
- Respond promptly to facility requests.
- Communicate project status with program managers.
- Resolve customer concerns.
- Coordinate emergency response communications.
- Maintain high customer satisfaction.
- Other duties as assigned.
Qualifications
- Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.
- Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
- Experience working with computerized maintenance management systems (CMMS) preferred.
- Experience managing records and regulatory documentation.
- Or an approved combination of education and work experience.
- Valid California Driver's License and a clear driving record.
- Strong Microsoft Office skills, particularly Excel, Word and Outlook.
Skills
Required:Vendor managementFacilities records management
Nice to have:CMMSContract administration
Benefits
- Medical
- Dental
- Vision
- 401(k) Retirement
- Life Insurance
- Tuition Reimbursement
- Scholarship Program
- Generous Paid Vacation and Sick Time accrual plans
Last updated Oct 21, 2026. Interested? Apply on the company site.
About Hope Services
Developmental Disabilities Programs San Jose Bay Area | Hope Services
Hope Services provides assistance to individuals with developmental disabilities and their families through donation supported programs and advocacy.
Developmental DisabilitiesAdvocacyDonation supportCommunity Services
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