Operations Coordinator

Description

OBJECTIVES: Direct and coordinate facilities, fleet, equipment, and minor maintenance functions to support safe, efficient operations and compliance with Lumibility policies and applicable regulatory requirements. 

Pay Rate: $25/hour

Hours: 25 hours/week, non-exempt 

Location: Westbrook

QUALIFICATIONS:

• High School or GED - Minimum Required 
• Minimum 3-5 years of experience in facilities, fleet services and communications management and prior supervisory experience required.  
• Basic knowledge of carpentry, plumbing, electrical, and general repair techniques.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent problem-solving and troubleshooting abilities.
• Ability to work independently and take initiative when necessary.
• Exceptional communication and interpersonal skills to interact with team members, vendors, and contractors.
• A high level of customer service acumen. 
• Ability to communicate to all levels of staff and Clients in a clear and concise manner. 
• Maintenance experience with proven technical problem-solving abilities.
• Familiarity with safety regulations and protocols in facility management and equipment operation.
• Knowledge of sustainable practices for facility management and fleet coordination.
• Must possess a valid Connecticut driver’s license, have an acceptable driving history and be able to utilize your own vehicle for Lumibility business as defined by Lumibility’s policy. 
• Working knowledge of general office equipment and computer programs including Microsoft Word and Excel.   

RESPONSIBILITIES:

1. Facilities Management:

• Oversee the maintenance, condition, accessibility, and safety of Lumibility facilities. 
• Schedule and coordinate routine inspections, preventive maintenance, and repairs for building systems, plumbing, electrical systems, and HVAC. 
• Coordinate with outside vendors and contractors for repairs, renovations, and other facility services. 
• Address facility concerns promptly to minimize disruption to daily operations. 
• Complete monthly facility inspections and document compliance concerns, repair needs, and follow-up actions. 
• Track UpKeep requests, termination-related requests, and facility access requests through completion. 
• Coordinate and monitor on-site vendor technicians, respond to questions, and confirm that service work is completed as expected. 
• Coordinate the purchase, installation, user setup, and training for agency equipment; maintain inventory, recommend replacements, and manage vendor relationships and consultants. 

2. Equipment Management:

• Maintain an accurate, current inventory of office equipment, machinery, and specialized tools. 
• Coordinate routine maintenance, inspection, and servicing of equipment to support safe and reliable operation. 
• Maintain service schedules to reduce breakdowns and extend equipment life. 
• Recommend and initiate equipment purchases or replacements in accordance with approved budgets and purchasing procedures. 

3. Fleet Coordination:

• Manage Lumibility’s fleet, including passenger vehicles and wheelchair-accessible vehicles. 
• Schedule preventive maintenance, inspections, and repairs for fleet vehicles. 
• Maintain vehicle registration, insurance, inspection, and other required documentation. 
• Identify and implement cost-effective practices that support fuel efficiency and control fleet-related expenses. 

4. General Maintenance and Minor Repairs:

• Perform basic maintenance and minor repair tasks within the position’s training and authorization, including minor carpentry, plumbing, painting, furniture assembly, and routine tasks such as replacing light bulbs. 
• Respond promptly to ad hoc maintenance requests and communicate status and expected next steps in a timely manner. 
• Assemble, disassemble, move, and install office furniture and equipment as needed. 
• Assess and troubleshoot facility and equipment concerns; complete appropriate minor repairs or escalate work requiring a licensed trade professional, specialized vendor, or additional authorization. 

5. Safety and Compliance:

• Follow applicable safety requirements and standards related to facility management, equipment operation, fleet activities, and minor maintenance work. 
• Develop, maintain, and communicate safety protocols, guidelines, and emergency procedures within the scope of the position. 
• Conduct regular safety inspections, document findings, and coordinate timely corrective action.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Lumibility policies and procedures and applicable regulatory requirements and standards. 
• Skill in planning, implementation, organization, project coordination, and time management. 
• Skill in supervising work, coordinating vendors, and maintaining effective business partnerships. 
• Strong problem-solving, troubleshooting, and decision-making skills. 
• Ability to develop and monitor budgets and track spending trends. 
• Ability to communicate courteously and professionally, both verbally and in writing. 
• Ability to operate standard office equipment and use relevant computer applications. 
• Ability to maintain accurate records and protect confidential information. 
• Ability to stay current with relevant technology and industry practices. 
• Ability to work effectively both independently and as part of a team. 
• Ability to interpret policies and regulations and translate general guidance into specific action. 
• Ability to safely drive a company-owned vehicle. 
• Ability to work flexible hours and travel as needed. 

This job description does not preclude the performance of other similar related duties as assigned by the supervisor or his/her designee.

REQUIRED PHYSICAL EFFORT: Must be able to sit, stand and walk at an assigned location(s) and work for extended periods of time; bend/stoop, kneel and balance frequently; climb, reach above shoulder level; push/pull, squat and crouch occasionally; with assistance, lift, carry and position individuals of various weight. Must be able to lift and carry up to 50 pounds occasionally. Work environment will be inside and outside in varied weather conditions. Must be able to drive multi-passenger vehicles for periods throughout the day as needed.

Lumibility’s offices, facilities, grounds and vehicles are smoke-free environments.  

Lumibility is an Equal Opportunity Employer