Facilities Coordinator, 40 hrs per week

Description

 JOB CLOSE DATE: August 26, 2026 @ 9:00am PST 

Position Summary

The Facilities Coordinator provides operational, administrative, and technical support for the management of 15 library facilities, 5 fleet vehicles, contractor relationships, safety programs, and facility improvement projects. This position serves as a key liaison between library staff, contractors, vendors, and external service providers to ensure safe, functional, and well-maintained library locations. Through strong coordination, communication, project support, and customer service, the Facilities Coordinator helps maintain efficient facility operations and supports the Facilities Manager in achieving organizational goals. 

Duties and Responsibilities

• Oversees maintenance schedules and repairs for district fleet vehicles. Maintains documentation, records, and related compliance requirements.
• Ensures insurance, safety, and regulatory requirements are met.
• Tracks vehicle condition and makes recommendations for repairs or replacement.
• Maintains and updates safety related documents and programs such as the Emergency Preparedness Plan, the Employee Right-to-Know and Hazard Communication Plan, and Safety Data Sheets (SDS).
• Promotes and supports best practices related to risk management and facility safety.
• Assists with safety training, communications, and compliance initiatives.
• Sits on the safety committee.
• Shares responsibility with the Facilities Manager as a point of contact between maintenance and janitorial contractors and library staff.
• Serves as primary point of contact between landscaping contractors and library staff.
• Reviews contractor proposal and invoices for accuracy and completeness.
• Assists with coordinating service providers, contractors, and vendors across all library locations.
• Communicates facility-related needs and project updates with staff and contractors.
• Monitors and responds to facilities requests through the internal ticketing system.
• Perform minor facility repairs and installations, including hanging whiteboards and pictures, utilizing hand and power tools such as drills, hammers, screwdrivers, and levels.
• Analyzes requests and makes informed decisions regarding prioritization and scheduling.
• Ensures timely communication and follow-up with staff regarding facility issues.
• Conducts regular branch visits to assess facility conditions and quality standards. Evaluates landscaping and facility needs and makes recommendations to the Facilities Manager.
• Assists the Facilities Manager with facility improvement and capital projects. Leads facilities projects from planning through completion as directed by Facilities Manager.
• Tracks project timelines, budgets, and contractor performance. Coordinates resources and communicates project status to stakeholders.
• Maintains inventories of facilities equipment, furnishings, and assets. Tracks warranties, maintenance records, replacement schedules, and life-cycle information.
• Assists with planning for future asset replacement and procurement needs.
• Communicates clearly, thoughtfully, and professionally with staff, patrons, contractors, vendors, and community partners.
• Regularly attends and participates in staff meetings and professional group meetings.
• May participate in or chair committees and task forces.
• May coordinate and/or lead presentations, safety meetings, and training programs.
• Acts as backup for the Facilities Manager.
• Maintains regular attendance.
• Performs other duties as assigned.

Compensation

JCLS has a 16-step salary schedule with each step at 1.5%. The starting salary will be based on steps 1-5 on Grade L of the schedule. New hires are placed based on applicable education and experience to the job, as well as keeping within Oregon state pay equity laws. The starting range for this position is $26.31 to $27.95 per hour. Staff members who pass a Spanish language competency test are eligible for a Bilingual Stipend per JCLS policy.

JCLS is an Equal Opportunity Employer

In accordance with Oregon law, veterans who meet the minimum qualifications and any special qualifications for a position may be eligible for veterans' preference in public employment.

Requirements

MINIMUM QUALIFICATIONS

1. Associates degree in Facilities Management, Business Administration, Construction Management, Public Administration, Project Management, or a related field.
2. Three to five years of progressively responsible experience in one or more of the following areas: 

     Facilities coordination

     Contract administration

     Project coordination

     Fleet management

     Building operations

     Safety and risk management

     Public sector operations

3.   Or an equivalent combination of education and experience. 

PREFERRED QUALIFICATIONS

1. Experience coordinating vendors and service contracts.
2. Experience using work-order or ticketing systems.
3. Experience managing multiple projects and priorities.
4. Experience working within a multi-site organization. 

SPECIAL REQUIREMENTS/LICENSES

• Criminal background check required.
• Must have valid driver’s license and required mandatory insurance when operating a privately owned vehicle for business purposes.
• Must be able to travel to other locations to perform work, and/or attend work-related meetings, workshops or conferences.

Working Conditions

While performing the duties of this position, the employee is regularly required to communicate effectively by speaking, listening, reading, and writing. The position requires frequent use of a computer, keyboard, telephone, mobile devices, and standard office equipment.

The employee frequently moves throughout library facilities, indoor and outdoor grounds, parking areas, and maintenance spaces across multiple locations. Duties regularly require standing, walking, reaching, bending, stooping, climbing stairs, and inspecting facilities and equipment. The employee may occasionally kneel, crouch, crawl, while completing minor repairs and installations.

The position requires the use of hand and power tools including drills, screwdrivers, hammers, levels, and other common maintenance equipment. The employee must be able to safely lift, carry, push, pull, or move materials, equipment, furnishings, supplies, and tools weighing up to 25 pounds on a regular basis and greater weights occasionally with assistance.

Work is performed in both office and field environments and may involve exposure to varying weather conditions, dust, noise, construction activities, maintenance operations, moving vehicles, and other facility-related hazards. The employee is expected to follow all applicable safety policies, procedures, and protective measures.

Regular travel between library locations is required to conduct facility assessments, oversee contractors, support projects, inspect fleet vehicles, respond to facility issues, attend meetings, and participate in training. Occasional attendance at evening or weekend meetings, emergency response situations, or off-schedule work may be required.

Working conditions may include:

• Frequent use of computers, mobile devices, and office equipment.
• Driving between district facilities and work sites.
• Conducting facility, landscaping, and fleet inspections.
• Monitoring contractor and vendor activities.
• Responding to facility maintenance and operational issues.
• Coordinating multiple projects with competing priorities and deadlines.
• Reviewing contracts, proposals, invoices, records, and technical documentation.
• Participating in safety meetings, training programs, and emergency preparedness activities.
• Exposure to indoor and outdoor environmental conditions while performing site visits and inspections.
• Availability for emergency facility issues and after-hours contacts when needed.
• This position requires the ability to make independent decisions, exercise sound judgment, and effectively manage changing priorities while supporting facilities operations throughout the district.