Facilities Coordinator

$70000 Full-Time MondayFriday Facilities Operations Property Management Maintenance Coordination Nonprofit

About Our House Inc.

At Our House Inc. our mission is to provide healthy stimulating and inclusive environments for individuals with intellectual and developmental disabilities (IDD). Through residential day and community-based services we support individuals in building independence stability and meaningful lives.

Our homes are more than just buildingsthey are places where individuals thrive grow and live with dignity.

We are seeking a Facilities Coordinator to support the day-to-day operations of our residential properties and administrative locations while helping ensure our environments remain safe compliant organized and well-maintained.

This position is ideal for individuals who are highly organized responsive detail-oriented and comfortable managing multiple priorities across multiple locations.

Hiring Process

We believe in transparency and respect for your time.

Once an application is fully completed and meets the minimum qualifications our recruitment team will respond regarding next steps in the interview process.

This position follows a traditional in-person individual interview process focused on operational experience organizational skills facilities coordination and overall fit within our team environment.

Position Summary

The Facilities Coordinator plays a critical role in supporting the maintenance and operations of multiple residential homes and office locations. This position is responsible for coordinating work orders vendors compliance activities inspections fleet tracking and preventive maintenance programs.

This is a hands-on fast-paced role that requires strong communication problem-solving and organizational skills while balancing multiple operational priorities across various sites.

Success in This Position Looks Like

A successful Facilities Coordinator will:

• Maintain organized and timely coordination of work orders repairs and vendor services
• Ensure residential homes and offices remain safe compliant and well-maintained
• Communicate proactively with staff vendors and leadership regarding facility needs and project updates
• Keep compliance records inspections and documentation accurate and audit-ready
• Respond effectively to urgent facility issues while maintaining professionalism and organization
• Support smooth day-to-day facilities operations across multiple locations

What Youll Gain

A Career with Purpose

• Opportunity to support a mission-driven nonprofit organization
• Meaningful work that directly impacts residential environments for adults with disabilities
• Exposure to facilities operations compliance coordination and property management
• Collaborative leadership and operational support environment
• Opportunities for professional growth within facilities and property operations

Required Schedule

Full-Time: Monday through Friday

Following successful completion of the 90-day evaluation period employees may be eligible for a remote work opportunity on Fridays.

Additional flexibility may occasionally be required for emergency response weather events or operational needs.

Employee Benefits

Full-Time Benefits Include:

• Medical prescription dental and vision insurance
• Life & Accidental Death insurance
• Generous paid time off (vacation personal and sick time)

Full-Time & Part-Time Benefits Include:

• Sick paid time off
• Employee Assistance Plan (EAP)
• Flexible Spending Account (FSA)
• Matching 401(k) retirement plan
• Pet insurance
• Legal Shield
• Supplemental insurance plans
• Tuition Assistance
• Public Service Student Loan Forgiveness (PSLF) eligibility

• Minimum of 25 years of experience in facilities coordination property management maintenance operations or related field
• Experience supporting multi-site residential or commercial environments preferred
• Strong organizational communication and multitasking skills
• Ability to manage multiple priorities in a fast-paced operational environment
• Proficiency in Microsoft Office Suite (Excel Outlook Word)
• Experience with work order management systems (UpKeep or similar preferred)
• Valid drivers license required
• Ability to maintain professionalism and responsiveness during urgent operational situations

Requirements

Facilities Operations

• Coordinate and manage daily work orders across residential and administrative properties
• Assign and track maintenance tasks to ensure timely completion
• Support preventive maintenance programs and operational scheduling
• Maintain records related to repairs equipment warranties and service history
• Assist with routine property inspections and follow-up actions
• Generate reports related to maintenance trends and response times
• Support documentation and tracking of capital improvement projects

Vendor & Contractor Coordination

• Schedule and coordinate vendors for maintenance inspections and repairs
• Obtain quotes and required vendor documentation including insurance and W9 forms
• Track vendor timelines service completion and performance
• Coordinate recurring property services such as landscaping pest control and snow removal

Compliance & Safety

• Assist with maintaining compliance with OSHA and state/local safety requirements
• Coordinate inspections including fire systems alarms sprinklers and safety systems
• Maintain organized compliance files and inspection documentation
• Support preparation for insurance regulatory and licensing inspections
• Manage Life Hazard Use (LHU) registrations through the New Jersey Department of Community Affairs including:
  • Tracking annual registration requirements
  • Coordinating submissions and payments
  • Maintaining registration and invoice records
  • Ensuring updated certificates remain accessible and compliant

Fleet & Equipment Coordination

• Coordinate maintenance tracking for agency vehicles using the Enterprise Fleet system
• Maintain records for EZ Pass vehicle documents inspections and service history
• Assist with tracking tools supplies and maintenance equipment

Emergency & Operational Support

• Support response coordination during facility-related emergencies
• Communicate effectively with leadership vendors and program staff during urgent situations
• Participate in on-call operational support as needed including weather-related emergencies and snow removal assistance

Physical & Travel Requirements

• Frequent travel between multiple agency locations within approximately a 40-mile radius
• Ability to walk properties climb stairs and complete inspections
• Ability to occasionally lift up to 2550 pounds
• Ability to work indoors and outdoors in varying weather conditions

Equal Opportunity Employer

Our House Inc. is an Equal Opportunity Employer committed to diversity equity and inclusion. All qualified applicants will receive consideration without regard to protected characteristics.

Employment Disclosure

This job description does not constitute a contract. Duties and requirements may change at the discretion of Our House Inc. Employment is at-will.