Facilities Administrative Coordinator- Concord, CA at Unchained

Concord, California, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Dec, 25

Salary

40.97

Posted On

23 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Facilities Management, Administrative Support, Customer Service, Project Management, Vendor Management, Organizational Skills, Communication Skills, Problem Solving, Time Management, Conflict Resolution, Diversity, Equity, And Inclusion, Microsoft Office Suite, Adobe Creative Suite, Data Analysis, Training Coordination, Emergency Response

Industry

Hospitals and Health Care

Description

Planned Parenthood Northern California (PPNorCal) is seeking a Facilities Administrative Coordinator for our Concord Administration Building. This position is onsite, full-time, 40 hours per week. PPNorCal provides a comprehensive benefits package including 100% employer paid medical insurance for the employee, 50% employer paid medical insurance for dependent children, dental and vision coverage, employer paid life and long-term disability insurance, 15 days of paid time off to start, 10 paid holidays, and a 403(b) retirement plan with 4% employer match. Work Schedule Monday: 8:30 AM – 5:00 PM Tuesday: 8:30 AM – 5:00 PM Wednesday: 8:30 AM – 5:00 PM Thursday: 8:30 AM – 5:00 PM Friday: 8:30 AM – 5:00 PM EXTERNAL APPLICANTS: After review of your application, resume and qualifications, you may be invited to the next phase of the selection process, which includes a pre-recorded video interview, responding to screening questions. If you are being invited to do the video interview, you will receive an email and text with the video platform link and will have 5 days to complete this video interview. This position is currently represented by SEIU Local 1021. SUMMARY Support the planning and organization of comprehensive facility related functions throughout the affiliate in compliance with mandated requirements. This position will report to the Facilities Manager and assist with daily operational needs pertaining to work that is performed in all Northern California Planned Parenthood Facilities. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. * Ensures the cleanliness, neatness, professional appearance, and organization of the Administrative Offices. * Daily coordination and distribution of incoming interoffice/U.S. mail and facilitating UPS/FedEx/Other deliveries (San Francisco). * Provides site evacuation and site disaster training in collaboration with Health Center Management. * Coordinates site access for staff, vendors, and guests while assuring adherence to safety and security protocols. * Interacts with internal and external customers, disseminating critical information, handling inquiries, and resolving concerns. * Facilitates rapid responses to all PPNorCal building emergencies or other unexpected occurrences. * Manages Facilities site work calendar and protestor log. * Directs security and facility management concerns to appropriate senior management. * Deescalates customer service complaints and grievances, as needed. * Maintains a Standard Operating Procedure (SOP) document for all regular processes. * Key resource for facility related compliance needs and training * Active participation in the advancement of PPNorCal’s Diversity, Equity, and Inclusion commitment. * Vendor management, including overseeing janitorial services, day porters and other facilities related maintenance. * Facility Ticket Management System Coordination and assignment in Happy Fox software * Available after-hours as needed for Facilities emergencies. * Coordinate small scale projects from inception to completion * Act as main back-up for front desk Administrative Assistant role, including phone coverage, check processing and delivery oversight (Concord). * Development and coordination of contracts and work orders related to Facilities vendors. * Available for weekend coverage on an as-needed basis. SUPERVISORY RESPONSIBILITIES Oversees and directs Day Porter activities as needed (San Francisco only) 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. EDUCATION AND/OR EXPERIENCE * Minimum of 1-2 years direct facilities experience * Minimum of 2-3 years administrative experience * High School Diploma or Equivalent; 2-year college degree preferred LANGUAGE SKILLS Ability to read, analyze, and interpret general business publications. Ability to write business correspondence and policies and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. REASONING ABILITY Ability to define and articulate problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. COMPUTER SKILLS To perform this job successfully, an individual should have strong working knowledge of Microsoft Office Suite (Outlook, Word, Excel, and Power Point) and Adobe Creative Suite, and use of the internet. PROTECTED HEALTH INFORMATION (PHI) ACCESS REQUIREMENT No access to PHI is required by this position. CERTIFICATES, LICENSES, REGISTRATIONS Must have reliable automobile transportation and a valid California Driver's License and insurance. OTHER SKILLS, ABILITIES, QUALIFICATIONS * Acceptance and application of the confidential nature of the position. * Self-starter with excellent organizational, writing, proofreading, and editing skills. * Must be able to work independently and as part of a team. * Bilingual English/Spanish preferred. * Excellent customer service skills and commitment to providing the highest level of customer satisfaction to diverse groups and populations. * Possess project management, presentation, communication (verbal and written), decision-making, interpersonal, conflict resolution and time management skills. * Flexible, innovative, detail-oriented, and well organized. * Ability to prioritize and manage projects and tasks with a high degree of accuracy, independence, and autonomy. * Ability to effectively manage a high level of stress, multiple projects and meet deadlines. * Demonstrated ability to deal with ambiguity and change, and to work effectively in a complex, dynamic organization. * Ability to handle shifting and multiple priorities in a fast paced, growth environment. * Commitment to the advancement of Diversity, Equity, Inclusion (DEI) principles. * Experience with nonprofit organizations highly desirable. 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. JOB DESCRIPTION REVISION This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. This job description replaces all previous descriptions for this position. Pay Range: The wage scale reflects the compensation that a new employee can expect to receive if offered employment. The wage scale for this position is $34.28-$40.97 per hour, based on relevant professional years of experience. Planned Parenthood Northern California is an equal opportunity employer and works affirmatively to include diversity among its staff and does not discriminate on the basis of race, color, ethnicity, religion, sex/gender identity, sexual orientation, national origin, age, disability, income, marital status, or any other irrelevant dimension of diversity. PPNorCal values collaboration between employees of diverse backgrounds and experiences. We provide healthcare and education services to 137,000 adults and youth every year at 17 health centers located throughout 20 Northern California counties. Planned Parenthood Northern California offers high-quality, affordable health care to all, regardless of income, insurance, or immigration status. We care. No matter what! Our experienced and caring medical staff gives each patient honest information and personal attention. We provide a full range of services, including birth control, breast exams, cancer screenings, medication and in-clinic abortion, pregnancy testing and counseling, prenatal care, PrEP, and nPEP to prevent HIV infection, STI screening and treatment, vasectomy and infertility services, gender-affirming hormone therapy, and more.

Responsibilities

The Facilities Administrative Coordinator supports the planning and organization of facility-related functions and assists with daily operational needs across all Northern California Planned Parenthood facilities. This role includes ensuring cleanliness, managing site access, and responding to emergencies.