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About the Role

The Arc, Oneida-Lewis Chapter is seeking to add a Facilities Coordinator to our Facilities Management Department. In this role, you will provide administrative and operational support to ensure the efficient day-to-day functioning of the Facilities Department. You'll work closely with the Director of Facilities Management while coordinating work orders, maintaining department records, supporting staff, and helping keep agency facilities safe, organized, and running smoothly.

Responsibilities

Provide administrative support for the Facilities Department, including typing, filing, data entry, and maintaining department records.
Serve as the first point of contact for the Facilities office by answering phones, distributing mail, and coordinating department correspondence.
Assist the Director of Facilities Management with E-Timekeeping approvals, paid time off requests, vacation scheduling, and employee appraisal tracking.
Manage the department's work order system by entering, updating, tracking, and reconciling work orders while keeping departments informed of project status.
Prioritize facility issues involving health, safety, regulatory compliance, and urgent maintenance needs.
Track outstanding POCA items, complete required documentation, and coordinate reporting with agency leadership.
Provide support for transportation and custodial operations during coordinator absences.
Maintain department files, including facility plans, site inspections, renovation records, vehicle information, and equipment inventories.
Prepare and submit reports to government agencies in a timely manner.
Monitor office supply inventory, process purchase orders, and maintain the department's petty cash account.
Coordinate emergency pager tracking and assist with emergency situations as needed.
Support hiring and staff development activities by scheduling interviews, checking references, and preparing employment documentation.
Maintain confidentiality and comply with agency policies, including Corporate Compliance, HIPAA, and Safety requirements.
Attend required meetings, trainings, and participate on agency committees as assigned.

Requirements

Associate's degree with one year of related experience or a High School Diploma with specialized training and three years of related experience.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent verbal and written communication skills.
General knowledge of office procedures, technology, and computer applications.
Ability to work independently while collaborating effectively with a variety of staff.
Strong attention to detail and sound judgment.
Ability to accurately type, maintain records, and work with confidential information.
Valid, clean New York State driver's license with the ability to operate an agency vehicle.
Ability to occasionally lift, move, or manipulate office equipment, furniture, and supplies, and access agency locations as needed.

Skills

Organization
Teamwork
Problem-solving
Multitasking
Typing
Filing
Data entry
Record maintenance
Answering phones
Mail distribution
Correspondence coordination
E-Timekeeping approvals
Paid time off requests
Vacation scheduling
Employee appraisal tracking
Work order management
Health and safety prioritization
Regulatory compliance
Urgent maintenance coordination
POCA item tracking
Documentation completion
Reporting
Transportation support
Custodial support
Facility plan maintenance
Site inspection record keeping
Renovation record keeping
Vehicle information maintenance
Equipment inventory management
Report preparation
Government agency reporting
Office supply inventory monitoring
Purchase order processing
Petty cash account management
Emergency pager tracking
Emergency situation assistance
Interview scheduling
Reference checking
Employment documentation preparation
Confidentiality maintenance
Agency policy compliance
Corporate Compliance
HIPAA compliance
Safety compliance
Meeting attendance
Training participation
Committee participation

Location

Oneida
Lewis Counties

Work Type

Full-time
Part-time

Experience Level

One year of related experience
Three years of related experience

Education Level

Associate's degree
High School Diploma
Specialized training

Salary/Compensations

$18.00/hr

Benefits

Comprehensive benefit package
Generous paid time off
Paid training
Opportunities for professional growth and development

About the Company

Founded in 1954, The Arc, Oneida-Lewis Chapter is a premier human services agency in the healthcare field.
Our agency was started by parents who envisioned a rich, full life for their children with disabilities, inclusive of their community.
We employ 700 staff and support over 1,400 people throughout Oneida and Lewis Counties.
We provide a full spectrum of educational, vocational, employment, residential, family support, guardianship, respite, recreational, and day habilitation for people with developmental disabilities and their families.
We own and operate integrated businesses in our community, including our Progress Industries business enterprise, a leading supply chain partner for small and large companies regionally and nationally.
The Arc Oneida-Lewis, where making a meaningful impact is not just a job; it's a calling!
As a premier provider of services, support, and advocacy for individuals with developmental, intellectual, or physical disabilities, we are dedicated to enriching lives and fostering inclusion.
Our mission is clear: to provide a full spectrum of educational, vocational, employment, residential, family support, and a myriad of other services for people with developmental disabilities and their families.
Our employees thrive in an inclusive and positive work culture that values collaboration, empathy, and a commitment to making a difference.
Joining our team means becoming part of a community that is not just about work but about building a supportive environment where everyone can flourish.
More than a workplace-be part of a team dedicated to changing lives!

Equal Opportunity

The Arc firmly believes in and subscribes to fair employment practices and opens its facilities to every qualified person.
In all employment practices, and related decisions, we are committed to prohibiting discrimination on the basis of race, color, creed, national origin, religion, sex, sexual orientation, gender identity or expression, age, marital status, disability, genetic information, predisposition or carrier status, military status, domestic violence victim status, non-job related conviction record, Vietnam-era or special disabled veteran status, or any other category protected by applicable law.