Facilities Operations Specialist

WHY MIDPEN

At MidPen we build communities that change lives and revitalize neighborhoods. We work every day to create a world where everyone has a quality home they can afford and equitable access to opportunity. Our goal is to develop communities that enhance cities and catalyze growth and opportunity for residents.

With a three companies one mission approach we develop affordable housing provide professional property management for all our communities and coordinate robust onsite support programs to help our residents advance their well-being. We are one of the nations largest non-profit developers and owners of affordable housing to date weve developed over 120 communities across 11 Northern California counties and provide affordable homes for more than 20000 (and growing) low-income working families seniors and people with special needs. The lack of affordable housing in the Bay Area is our reason for doing what we do and we want you to be a part of the journey toward social economic and racial equity.

ABOUT PROPERTY MANAGEMENT

The Property Management team is responsible for operating and maintaining our beautiful communities but beyond that they are relationship builders and the heart and soul of MidPen. Property Management works closely with our residents our community partners and their fellow MidPenners including close collaboration with our Resident Services team.

BENEFITS AND COMPENSATION

In 2025 MidPen was again certified as an official Great Place to Work and for good reason! In addition we offer a Best-in-Class benefit package that includes 100% employer paid employee healthcare options (Kaiser or Sutter) dental vision life & disability insurance. We also offer a wide range of voluntary benefits; 403(b) retirement investment opportunity and annual financial literacy and retirement planning options FSA for childcare medical and commuter benefit options Employee Assistance program and pet insurance for our furry feathered and scaled friends. In addition to 14 paid company holidays which include a paid winter holiday break between Christmas and the New Year we offer 4 paid wellness days for employees to disconnect and recharge. As a learning organization we encourage professional development and career advancement and we offer up to $3000 annually ($12000 lifetime maximum) for education assistance with tuition reimbursement and/or loan debt relief that includes qualified family members. And as a family-friendly company we offer a paid time off parental leave benefit of 12 weeks in a 12-month period for new or expecting parents. Check out our benefits snapshot on our careers page.

PAY RANGE

$31 - $37 Hourly - Pay based on applicable experience and qualifications

POSITION OVERVIEW

Under the supervision of the Director of Facilities the Facilities Operations Specialist supports the activities of MidPen Property Managements Facilities Department.

ESSENTIAL DUTIES

• Responsible for collecting maintaining recording and distributing records of Facilities department systems for the benefit of MidPen communities
• Assist with scheduling coordination recording and reporting of service contracts service levels vendor visits site inspections work completed and pending projects with/for department staff
• Assists with data collection input processing revision and reporting of/from various databases including the following:
  • Long-term Capital Planning (Capital Tracker) and Construction Management Fees
  • Insurance Claims Risk Management & Incident reports Safety Inspections
• Supports the Facilities Dept. staff and the properties in the areas of:
  • Elevator service contracts - advising coordinating and verifying service & emergency calls maintenance testing permits service records capital upgrades etc.
  • Fire and Life Safety - auditing coordinating and verifying inspections and compliance. Advising and coordinating support for the properties on contracts service levels service visits emergency callouts monitoring testing record keeping and capital upgrades
  • Laundry equipment review leases and record recurring revenue/operational performance assist with resolution of site performance issues with equipment
  • MRO vendors assist in new community account set-up issuance and replacement of merchant credit cards to sites review spend history by site and goods purchased
  • Pest Control review service agreements evaluate recurring and special services assist with resolution of service issues at sites assist with developing & maintaining service specifications
  • Property inspections (internal and external)
  • Solar Energy systems - contracts service types and frequency recurring inspections repairs and upgrades
  • Systems Management: Advise coordinate and verify service calls maintenance inspections testing permits and compliance across various systems (e.g. elevators fire safety pest control energy systems)
  • Vendor and Equipment Oversight: Maintain vendor information review leases manage recurring revenue and operational performance and assist with resolving performance issues
  • Property and Account Management: Review property inspections assist with account setup issue and replace merchant credit cards and review spend history
• Research and compile summaries of expenses within various categories and timeframes (i.e. incident relocation expenses or annual contract fees paid) upon request
• Assists with new/additional systems management data and processes as assigned
• Track community compliance for various Risk Management initiatives (i.e. lithium battery policy and resident disclosure)
• For third-party Insurance inspections organize logistics of and participate in site visits
• Monitor inspection follow-up and document community-level findings and corrections from such third-party insurance inspections
• Assists with the monthly Construction Management Fee reporting and invoicing process
• Works with new vendors RealPage Vendor Credentialing (RPVC) and other vendor management systems as well as MidPen corporate and community staff including accounting teams to assist in enrollment and maintenance of vendors including Values Contracting information within the MidPen Vendor Portal
• Routinely monitors status of existing vendors in RPVC for incomplete and/or expired status assists with expediting restoration of vendors to Approved status
• Develops information about vendors to assist with the identification of additions/enhancements in line with specialty needs regional location and in support of Values Contracting initiatives
• Assists in coordination and scheduling of recurring Facilities training meetings
• Performs other duties as assigned

QUALIFICATIONS

To perform this job successfully an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education knowledge skill and/or ability required.

Education and Experience

• An Associates degree in Business Finance Statistics Economics or Purchasing and no less than three years experience in a fast-paced office environment or an equivalent combination of education and relevant experience
• Paralegal certificate or experience with contract preparation/drafting and management strongly preferred
• Experience in construction property management legal services and/or energy systems essential

Knowledge Skills and Abilities

• Demonstrated skills with financial data performance analysis and basic knowledge of business contracts and law
• Must be able to facilitate and collaborate with external vendors and internal partners
• Proficiency in statistical analysis for interpreting key performance indicators and business metrics along with experience with Microsoft Office software
• Ability to exercise sound judgment routinely and independently in making decisions
• Effective interpersonal skills and report-writing skills
• Detail oriented
• Effective written and oral communication skills to address a wide variety of audiences.
• Developed analytical and problem-solving skills.
• Demonstrated ability to work independently and as a team. Adaptable and seeking to balance internal stakeholder needs while sustaining external relationships
• Must possess and maintain a valid California drivers license reliable transportation and required auto insurance
• Commitment to the Mission and Values of MidPen Services and MidPen Housing

Physical Requirements

• Constantly perform desk-based computer tasks frequently sitting
• Occasionally stand/walk reach/work above shoulders grasp lightly/fine manipulation grasp forcefully use a telephone sort/file paperwork or parts lift/carry/push/pull objects that weigh up to 15 pounds
• Occasionally twist/bend/stoop/squat kneel/crawl

Working Conditions

• Occasionally works in all types of weather inside and outside
• Rarely Respond to emergency calls at night or on weekends

This description reflects managements assignment of essential functions it does not proscribe or restrict the tasks that may be assigned.

EQUAL OPPORTUNITY EMPLOYER

MidPen Housing Corp. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.

Consistent with its obligations under the law MidPen Housing Corp. will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.