Facilities Coordinator job vacancy in Lavender Youth Recreation & Information Center (LYRIC) – Jobs in California

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Job Details
Company Name : Lavender Youth Recreation & Information Center (LYRIC)
Company Location : San Francisco, CA 94114
Job Position : Facilities Coordinator
Job Category : Jobs in California

Job Description :
Position Title: Facilities Coordinator,
Position Type: Full-time (40 hours per week), Nonexempt
Reports to: People Operations Manager

Organization Description
Founded in 1988, the Lavender Youth Recreation & Information Center (LYRIC) provides supports and services to over 500 lesbian, gay, bisexual, transgender, queer, questioning (LGBTQQ) and allied youth per year. LYRIC’s mission is to build community and inspire positive social change through education enhancement, career training, health promotion, and leadership development with LGBTQQ youth, their families, and allies of all races, classes, genders, and abilities. The organization has a budget of over $4 million, a staff of 30 staff, and nearly 100 youth in paid internships. In alignment with LYRIC’s Strategic Plan, the organization envisions: (1) schools that are transformed into safe, inclusive environments where LGBTQQ students can thrive and (2) a comprehensive network of community support to ensure successful progression into adulthood for Transitional Age LGBTQQ Youth. The organization works toward this vision by (1) uniting best practice with innovation to realize the organizational excellence needed to advance the field of LGBTQQ youth development and (2) growing community support that reflects a high level of partner investment in our mission, vision, and organizational sustainability. The organization is in an exciting period of growth and innovation, guided by our strategic initiatives and the following operating principles:

Learning: We bring curiosity, creativity, and fun to our work.
Sustainable Impact: We commit to the long-term transformation of lives and institutions.
Leadership: We foster leadership to support a progressive movement that spans generations.
Allyship: We believe that everyone has a role in creating safe and thriving communities.
Social Justice: We build upon a proud history of community self-determination by challenging institutionalized invisibility & inequity.

Position Summary
The Facilities Coordinator is a support staff position that works across the organization, in order to support the day-to-day operations of the agency and ensure the on-going safety, organization, efficiency, compliance, and sustainability of LYRIC. Importantly, the Facilities Coordinator maintains welcoming and presentable facilities that communicate LYRIC’s high standards for serving youth and care for the community. To support engagement throughout the organization, the Facilities Coordinator is highly mobile, working throughout the building rather than from a fixed workstation. This position requires a committed, detail-oriented individual with excellent interpersonal skills who will focus on the areas of (1) Office Management, (2) Facilities Management, (3) Compliance & Liability, and (4) Logistic/General Support. This position requires a high degree of consistency (e.g., opening/closing the office each day), flexibility (e.g., responding to time-sensitive logistical support needs), and organizational skills (e.g., inventory lists/operating procedures updated routinely). This position is part of People Operations Department and reports to the People Operations Manager.

Supervisory Responsibilities
No formal supervisory responsibilities in this position.

The position is in a bargaining unit represented by OEPIU Local 29.

Essential Duties and Responsibilities

Responds to client inquiries and concerns. Ensures timely and quality service delivery to clients. Follow up with clients to ensure customer satisfaction.

Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems.

Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.

Maintains files on work orders, proposals, and department files.

Creates vendor files and checks accuracy on completed paperwork submitted by vendors.

Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.

Uses PC and/or PDA for work order system, email, ESS and training.

Assist with process and procedure training.

Other duties may be assigned.

Responsibilities

Building Management

Managing building and equipment maintenance schedules.

Supply inventory: stock maintenance, organization, and procurement.

Responding to urgent maintenance calls.

Managing equipment and supply needs, including furniture, telecommunications, kitchen

appliances,office equipment and supplies, and climate control.

Liaising with vendors and suppliers on behalf of senior managers.

Reporting to the Operations Manager on a regular basis.

Communicating with the Operations Coordinator to make on site work more efficient

Supervising cleaning crews and maintenance workers.

Documenting processes and keeping maintenance records.

Maintenance and review of all vendor relationships.

Monitoring maintenance budget spending

Facilities Management

Responsible for ensuring that the LYRIC House is a safe, clean, efficient, and welcoming space.

Coordinate day-to-day building maintenance and oversee long-range facility improvements of LYRIC-owned building, managing working relationships with LYRIC’s custodian and other vendors.

Manage storage/organization/disposal of agency property; ensure pick-up/disposal of compost/recycle/trash/sensitive documents.

Ensure cleanliness/food safety, tidying kitchen/main program areas, wiping down tables and cleaning up dishes daily.

Disposing of old, unused, and unwanted materials on site before renovation project begins

Conduct daily facility inspection, ensuring that needed repairs and/or security issues are addressed immediately; ensure exterior of building/garden are well maintained.

Compliance & Liability

Ensure COVID-19 on site policies are being upheld.

Ensure walkways are always clear of clutter for easy evacuation routes

Assists with the inspections on the facility campus.

Preparing for emergencies by creating building evacuation and other action plans.

Testing building security systems and promoting safety within the building.

Liability Insurance: Preparation of renewal packet, ongoing review of coverage, ongoing internal risk management compliance and improvement, liability waiver management.

Coordinate emergency preparedness drills and maintain emergency preparedness equipment and supplies, including fire extinguishers and first aid kits.

Lead recurring facilities tours as onboarding for new staff members.

Lead recurring safety and evacuation drills for all staff members.

Lead youth participant orientations on facilities related matters for on site programming.

General Support and Logistics

Collaborate with staff to ensure that LYRIC’s Community Agreements are understood and followed by all visitors; provide conflict de-escalation, as needed.

Coordinate logistics for agency-wide meetings, including ordering/set-up/clean-up of food; provide staff support for special events (e.g., youth dances, annual Open House, etc.).

Attend organizational meetings and gatherings, as required.

Manage relationship with Food Bank, purchase food, and coordinate storage/distribution of food/urban survival/safer sex supplies for youth..

Engages with LYRIC youth, staff, and board in organization-wide grassroots fundraising campaigns.

Other duties as assigned that relate to the work of the position

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bachelor’s or associate degree in project management, or similar. A completed course in facilities management will be advantageous.

At least two years of experience (or a combination of at least two years of education and experience) in office management, facilities management, information technology, and logistical/administrative support; experience working in a nonprofit youth organization, or real estate preferred.

Extensive experience in building and equipment maintenance.

Advanced knowledge of maintenance planning and schedules.

Ability to work 8am to 4pm, Monday through Friday. Some nights and weekends.

Knowledge of office management, facilities management, compliance, liability, and nonprofit administration.

Ability to respond to building and equipment emergencies.

Knowledge of and proficiency using MS Office Suite, Google Apps, and multi-line office phone systems.

Knowledge of basic information technology support and troubleshooting practices.

Knowledge of good practices in managing systems for paper and electronic files, inventory and archives.

In-depth knowledge of building safety regulations and security protocols.

Ability to walk up and down the stairs of a three story building several times a day and lift 20lbs.

Competent in working in a multiracial, multicultural, multi-gendered, and intergenerational environment.

Exposure to and commitment to learning more about positive youth development framework, youth-adult partnership frameworks and knowledge of LGBTQQ youth issues.

Highly consistent and self-motivated; able to take initiative, manage, and complete multiple tasks within deadlines and within budget.

Excellent written/verbal communication and math skills.

Highly organized, detail-oriented, and able to work in a fast-paced environment where tasks may be interrupted frequently.

CPR/First Aid certification, highly desirable.

Fluency in Cantonese, Mandarin, or Spanish, highly desirable.

Compensation
$29.35 per hour, LYRIC uses an equity-based model of compensation; we offer a fixed pay rate for staff according to position and tenure with an annual pay increase, pending board budget approval.Other benefits include:

Full coverage of medical, dental, vision, and acupuncture/chiropractic insurance for employee;
$800 annual health & wellness cash supplement;
Annual, merit-based raises up to 5%;
403b retirement plan with 4% match;
Generous holiday, vacation, sick, and personal leave; and
Flexible schedule to support work/life balance.

Equal Opportunity Employer

LYRIC is an equal opportunity employer. Applications are strongly encouraged from women, people of color, immigrants, young people, lesbian, gay, bisexual, queer, transgender and genderqueer people, people living with HIV/AIDS, people with disabilities, and bilingual and bicultural people. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

LYRIC partners with SFDPH to serve vulnerable youth populations. Verified Covid 19 vaccination is required.