Facilities & Records Coordinator
Job Location:
Brockton, MA - USA
Hourly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
Facilities & Records Coordinator
$18-$22/hour Temp-to-Perm (Up to 12 Months)
Position Overview
We are seeking a highly organized and detail-oriented professional who enjoys working with records and data follows established processes and takes pride in maintaining accurate and confidential information. This entry-level role focuses on preparing and scanning paper records into electronic systems while supporting facilities documentation compliance tracking and records retention activities.
This is a hands-on process-driven position ideal for candidates who are organized dependable and comfortable working with large volumes of documents.
Key Responsibilities
- Classify documents according to record type prior to scanning.
- Prepare records for digitization retention archival storage or secure destruction in accordance with BAMSI policies and regulatory requirements; scan and upload documents into electronic records systems.
- Perform quality checks to ensure document accuracy completeness and readability.
- Retrieve track and coordinate records from off-site storage facilities.
- Organize files for scanning storage archival retention or secure destruction.
- Maintain accurate logs of records processed archived retrieved and destroyed.
- Maintain scanning and office equipment by following manufacturer instructions and established procedures.
- Perform data entry spreadsheet maintenance document tracking and records reconciliation activities.
- Prepare status updates and progress reports for the supervisor.
- Adhere to HIPAA requirements and all applicable privacy confidentiality and information security standards.
- Comply with all BAMSI policies records retention requirements and regulatory obligations.
- Maintain electronic and physical facilities records.
- Organize scan upload and maintain documents within EnvVisual and other agency systems.
- Maintain records and system data within EnvVisual and other facilities management platforms.
- Track and maintain documentation related to:
- Site Safety Reviews
- Floor Plans
- Vendor Contracts
- Certificates of Insurance
- Utility Accounts
- Vehicle Registrations
- Inspection Reports
- Lease Records
- Assist with vendor communications documentation requests and records collection efforts.
- Track utility vehicle inspection and facility-related compliance deadlines.
- Maintain data accuracy across facilities databases spreadsheets and document repositories.
- Assist with audits regulatory reviews and documentation requests.
- Prepare reports spreadsheets and tracking tools to support facilities operations and compliance activities.
- Assist with special projects and administrative tasks as assigned.
Qualifications
- High school diploma or GED
- Previous office filing or administrative experience preferred
- Proficient with Microsoft Excel Outlook Word and willingness to learn agency-specific systems.
- Strong attention to detail and organization
- Dependable and able to follow structured processes
- Protect confidential employee person served and BAMSI information by adhering to privacy security and records retention standards.
- Experience handling confidential information in accordance with HIPAA personnel records regulations or similar privacy requirements preferred.
Work Environment
- Combination of desk work and physical file handling
- Frequent use of spreadsheets databases and electronic document management systems.
- High-volume repetitive task-oriented workload
- May involve lifting and moving boxes of records
- Interaction with off-site storage vendor
- Ability to lift and move boxes weighing up to 2530 pounds and work with physical records for extended periods.
Additional Information
- Pay:$18-22/hour
- Schedule:Full-time
- Status:Temporary-to-permanent (up to 12 months)
- Training provided
- Opportunity for long-term placement based on performance
Ideal Candidate
The ideal candidate is highly organized detail-oriented and comfortable managing large volumes of records and data. They enjoy structured process-driven work demonstrate strong follow-through and can maintain confidentiality while supporting records management facilities documentation and regulatory compliance activities.
Required Experience:
IC
About Company
At BAMSI, we create equal opportunities for those with developmental disabilities and mental/behavioral health challenges. View our programs: home, health, kids and community.
