Specialist, Facilities & Admin Services-2

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities. 

Job Description Summary
Under general supervision, the Facilities & Administrative Services Coordinator supports multiple ESSC locations by overseeing facilities operations and administrative services. This role serves as a key point of contact for site administrators, staff, vendors, and internal teams, ensuring facilities are safe, well-maintained, and office operations run efficiently. Responsibilities include vendor coordination, maintenance tracking, administrative support, and compliance-related activities. By integrating facilities and administrative functions, this position enhances operational efficiency, service consistency, and overall support across ESSC sites while upholding the organization’s mission, values, and commitment to person-centered services.

Starting Pay Range: $29.33 /hr. - $36.54/ hr.

OVERVIEW OF POSITION:

Under general supervision, the Facilities & Administrative Services Coordinator provides integrated support across ESSC locations by combining facilities operations and administrative services functions. This role serves as a primary point of contact for site administrators, associates, vendors, and internal teams—ensuring that facilities are maintained in safe and optimal condition while office operations run efficiently. The position supports vendor coordination, maintenance tracking, administrative workflows, and compliance-related activities. This hybrid role strengthens alignment between facilities operations and administrative services, improving service delivery, consistency, and operational efficiency across multiple ESSC sites. In all responsibilities, the position demonstrates a strong commitment to ESSC’s mission and values by supporting a high-quality, person-centered service environment.

ESSENTIAL FUNCTIONS:

• Serves as the primary point of contact for site administrators regarding maintenance requests and facility-related issues; ensure timely resolution and follow-up.
• Coordinates vendor services including janitorial, HVAC, landscaping, pest control, and general maintenance; track performance and completion of work.
• Manages and tracks service requests through designated systems (e.g., ticketing/help desk), ensuring proper documentation and closure.
• Conducts routine site inspections to identify maintenance, safety, and operational needs; escalate issues as appropriate.
• Supports preventive maintenance planning and execution across multiple locations.
• Assists with coordination of small projects, office moves, and facility improvements.
• Coordinates and oversees day-to-day office operations including mailroom services, office and breakroom supplies, and general site support needs.
• Serves as a point of contact for associates, visitors, vendors, and contractors; provide front desk/back-up support as needed.
• Coordinates administrative service vendors (courier, shredding, copier services, bottled water, etc.) to ensure uninterrupted operations.
• Assists with company meetings, events, and site readiness, including setup and breakdown support.
• Maintains accurate records, databases, and site information, ensuring accessibility and data integrity.
• Prepares, processes, and tracks invoices for facilities and administrative services (utilities, maintenance vendors, service providers, etc.).
• Supports petty cash management and related financial documentation.
• Tracks and maintains Certificates of Insurance (COIs) and vendor compliance requirements.
• Assists in managing business licenses and regulatory requirements across ESSC sites.
• Maintains operational logs, tracking tools, and documentation to support standardized processes.
• Performs other duties as assigned.

EDUCATION:

• High school diploma required; Associate’s or Bachelor’s degree in related field preferred.
• Facility Management, OSHA, and Project Management certifications are preferred.

EXPERIENCE:

• Minimum 2–4 years of experience in facilities coordination, administrative services, or related field.
• Experience working in a fast-paced environment, managing multiple tasks concurrently.
• Experience supporting multi-site operations preferred.

EXEPECTED NUMBER OF DIRECT REPORTS: None

KNOWLEDGE, SKILLS, ABILITIES:

• Excellent customer service and communication skills.
• Knowledge of facilities operations, vendor coordination, and office administration.
• Highly organized, analytical, and critical-thinking skills.
• Ability to manage multiple priorities in a fast-paced, multi-site environment.
• Demonstrated proficiency in all Microsoft Office applications.
• Ability to multi-task effectively and work under minimal supervision.
• Proven time management skills.
• Strong interpersonal and issue resolution skills.
• Used to working collaboratively with a variety of individuals and/or groups internal and external to the organization, maintaining customer service orientation, and professionalism at all times.
• Ability to exercise discretion and maintain a high level of confidentiality with sensitive or confidential situations and documentation at all times.
• Strong identification with the mission, vision, and values of Easterseals Southern California.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals Southern California and/or program requirements.
• Ability to travel locally with own reliable transportation, maintain driving record in compliance with Transportation Safety Standards; must have and maintain proper automobile insurance and registration.
• Must pass all drug testing required by ESSC.

                                                                                            

PHYSICAL REQUIREMENTS IN ACCORDANCE WITH ADA:      

• Carrying/Lifting:

Occasional / Up to 30 lbs.

• Standing:

Occasional /Up to 3 hours per day.

• Sitting:

Constant / Up to 8 hours per day.

• Walking:

Occasional /Up to 3 hours per day.

• Travel:

Local travel up to 25% of the time.

• Repetitive Motion/Activity:

Ability to walk, stoop, stand, kneel for extended periods of time; keyboard activity, telephone use, writing.

• Visual Acuity:

Ability to view computer monitor and read newsprint.

• Environmental Exposure:

No exposure to unpleasant or hazardous working conditions (noise, heat, dust, bodily fluids, etc.). Indoor/outdoor environment.