Operations Support Coordinator at Hope Services

Are you a person who enjoys helping others? Are you currently seeking fulfillment in your professional life?

Hope Services is Silicon Valley’s leading provider of services to people with developmental disabilities and mental health needs. We seek candidates who share our inspirations & aspirations. Selection of staff is made on a competitive basis, and we are committed to promoting diversity, equity, inclusion & belonging at all levels..

>>>>> 2025 Winner of Mercury News Best in Silicon Valley

<<<<< >>>>> ASPIRE to Excellence CARF Accredited

<<<<< >>>>> 2024 Great Nonprofits Top-Rated Nonprofit <<<<< >>>>> Four-star Charity Navigator <<<<< >>>>> 2024 Candid Gold Seal of Transparency <<<<<

Hope Services offers an OUTSTANDING benefits package, including Medical, Dental, Vision, 401(k) Retirement, Life Insurance, Tuition Reimbursement and a comprehensive Scholarship Program, Generous Paid Vacation and Sick Time accrual plans and more!

• Compensation: $72,000/yr

Position Summary

The Operations Support Coordinator – Facilities serves as Hope Services' primary liaison between Hope Services and the outsourced facilities management provider (NeXgen). This position is responsible for coordinating day-to-day facilities activities, managing the Noda-Fi work order system, maintaining all facilities-related records, monitoring vendor performance, and ensuring service levels are achieved across all Hope Services locations.

This position does not perform facilities maintenance work and does not supervise maintenance technicians. Instead, the role focuses on coordination, documentation, contract administration, compliance, reporting, and ensuring outsourced services are delivered effectively.

Essential Duties and Responsibilities

Vendor Coordination

• Serve as the primary point of contact between Hope Services and NeXgen.
• Ensure work orders are assigned appropriately.
• Monitor vendor response and completion times.
• Coordinate site access for vendors.
• Escalate unresolved or critical issues to the CFO.
• Conduct regular service review meetings with NeXgen.

Noda-Fi Facilities Management System

• Administer the Noda-Fi Facilities Management System.
• Review work order status daily.
• Monitor SLA compliance.
• Verify work order completion.
• Generate weekly and monthly management reports.
• Track recurring maintenance trends.

Facilities Records Management

Maintain a centralized repository for all facility records including:

• Leases
• Certificates of Occupancy
• Building permits
• Site plans
• Floor plans
• Fire inspections
• Fire alarm reports
• Fire sprinkler reports
• Elevator inspections
• HVAC maintenance
• Backflow inspections
• Generator inspections
• Environmental reports
• ADA documentation
• Insurance certificates
• Vendor contracts
• Preventive maintenance records
• Warranty information
• Equipment manuals
• Facility operating documentation

Ensure all records remain current, organized and audit-ready.

Vendor Contract Administration

• Maintain vendor contact information.
• Track contract expiration dates.
• Monitor insurance certificates.
• Track contract renewals.
• Coordinate vendor onboarding documentation.
• Assist the CFO with contract administration.
• Maintain service level performance reports.

Utility Coordination

Coordinate with Accounting regarding:

• Electric accounts
• Gas accounts
• Water accounts
• Sewer accounts
• Internet services
• Utility account documentation

Preventive Maintenance Coordination

• Monitor preventive maintenance schedules.
• Coordinate access with program locations.
• Verify scheduled maintenance has been completed.
• Maintain preventive maintenance records.
• Report overdue maintenance activities.

Compliance Support

Maintain documentation supporting compliance with:

• Fire & Life Safety
• ADA
• OSHA
• Local Building Codes
• Environmental regulations
• Joint inspections
• Insurance requirements

Prepare documentation for audits, CARF surveys and regulatory reviews.

Capital Projects Support

• Coordinate communication between Hope Services and contractors.
• Maintain project files.
• Track project schedules.
• Maintain warranty documentation.
• Coordinate close-out documentation.
• Support project reporting.

Customer Service

• Respond promptly to facility requests.
• Communicate project status with program managers.
• Resolve customer concerns.
• Coordinate emergency response communications.
• Maintain high customer satisfaction.

Key Performance Indicators (KPIs)

The Operations Support Coordinator will be evaluated on:

• 95% of work orders acknowledged within one business day.
• 95% of vendor response times meet contractual SLAs.
• 100% of required facility records maintained and audit-ready.
• 100% of vendor insurance certificates remain current.
• 100% of contract renewal dates tracked.
• Monthly facilities dashboard delivered by the 5th business day.
• 95% customer satisfaction from Hope managers.
• Zero missed regulatory inspections due to documentation deficiencies.
• 100% of preventive maintenance documentation current.
• Quarterly vendor performance scorecards completed.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Facilities Management, Public Administration or related field preferred.
• Minimum five years of experience in facilities coordination, property administration, project coordination, vendor management or office administration.
• Experience working with computerized maintenance management systems (CMMS) preferred.
• Experience managing records and regulatory documentation.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.
• Excellent organizational and customer service skills.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.

Knowledge and Skills

• Vendor management
• Contract administration
• Records management
• Project coordination
• Customer service
• Report preparation
• Regulatory compliance documentation
• Document control
• Time management
• Problem solving
• Attention to detail

Physical Requirements

• Primarily office-based work with periodic travel to Hope Services locations.
• Ability to occasionally inspect facilities and access mechanical rooms, rooftops and equipment areas.
• Ability to lift up to 25 pounds occasionally.
• Valid California Driver's License.

Working Relationships

Works closely with:

• Chief Financial Officer
• District Directors
• Program Managers
• Accounting
• Human Resources
• Information Technology
• Procurement
• Fleet Manager
• NeXgen Facilities Management
• External contractors and vendors

Environmental Conditions

Frequent travel between assigned program and facility locations. Exposure to indoor and outdoor environments, including varying weather conditions, dust, and noise. Physical activity including standing, walking, bending, lifting, and using tools and equipment. Regular use of computer, phone, and electronic communication systems. This role operates across both office and building/mechanical environments. The position may require occasional after-hours, weekend, or on-call availability for emergencies.

Do you have what it takes to make a difference? Inspire and be inspired! Hope Services takes immense pride in maximizing our employee engagement. Will you join us??

Visit www.hopeservices.org to find out more about us and the people we serve.

Hope Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees not regardless of, but with consideration and appreciation for race, color, religion or belief, national, social or ethnic origin, sex, age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family or parental status, or any other status.