Facilities Coordinator

Homeless Action Center (HAC) is a community-based legal services program founded in 1990 to provide legal services to people who are homeless in Alameda County. HAC’s specialty is public benefits advocacy, with a focus on Social Security disability benefits and a goal of stabilizing and increasing clients’ income so that they can obtain sustainable housing and health care. Employing a client-centered model and harm reduction framework, HAC’s staff work closely with other legal and social services programs to assist clients in meeting their emergency and longer-term needs during the process of obtaining benefits. HAC is committed to advancing diversity, equity and inclusion initiatives and working diligently toward an anti-racist organization and society. Please refer to www.homelessactioncenter.org.

DIVERSITY, EQUITY & INCLUSION

The Homeless Action Center is committed to advancing diversity, equity and inclusion initiatives and working diligently toward an anti-racist organization and society. HAC’s Director of Diversity, Equity, Inclusion (DEI) and Social Impact and the Justice, Equity, Diversity & Inclusion (JEDI) Committee, with the support of other dedicated staff, have put in a tremendous amount of work towards positively impacting change around diversity, equity, inclusion and racial justice. HAC employs DEI principles at all stages of the hiring process, collects and analyzes data on staff demographics and retention, and periodically engages with consultants to assess the organization’s culture, facilitate processes and working groups, and make recommendations with implementation strategies for improvement. HAC’s Executive Director has declared that DEI will be one of the organization’s top priorities and the Management Team, in partnership with staff, continues to strive to increase DEI within HAC.

POSITION SUMMARY

The Facilities Coordinator of HAC is primarily responsible for coordination all aspects of HACs facility needs, ensuring they are well maintained, safe, and functional by providing a clean, hospitable, comfortable, and accessible environment for staff and their clients. This includes but is not limited to overseeing tasks like keeping supplies stocked, managing cleaning and facility services, performing routine maintenance and repairs for the offices and peripheral spaces, and assisting the Facilities Manager with large projects including workspace renovations or improvements. The Facilities Coordinator also aids with safety, security, and emergency responsibilities. This is a full-time exempt position with regular working hours from 9:00am to 5:00pm, Monday - Friday. The Facilities Coordinator reports to the Facilities Manager.

HAC is a unionized workplace, and members of the bargaining unit are represented by the Engineers and Scientists of California Local 20, IFPTE. This position is part of the bargaining unit.

ESSENTIAL DUTIES & RESPONSIBILITIES

The duties and responsibilities for the Facilities Coordinator position include but not limited to:

• Work request management coordination with the ‘Facilities Manager’
  • Receiving and processing requests from staff.
  • Assigning tasks to the appropriate personnel or contracting with a vendor.
  • Acting as a liaison between employees, management, and outside contractors regarding facility issues.
  • Ordering supplies needed to process request.
  • Tracking facility expenses, identifying cost-saving opportunities and managing the facilities budget.
  • Tracking request completion.
• Coordinating contracted and incidental facility services and vendors, including but not limited to:
  • Cleaners.
  • Data and record storage.
  • Printing and mail machines.
• General repairs and maintenance.
  • Performing ad hoc repairs and maintenance.
  • Managing routine and preventative maintenance schedules for building systems (HVAC, electrical, plumbing).
  • Coordinating repairs with contractors.
  • Coordinating yearly/deep cleanings.
• Vehicle Fleet Management, Servicing and Storage.
  • Mechanical maintenance, upkeep and repairs.
  • Smog and legal records assistance to Admin Office Manager.
  • Storage and staff scheduling assistance.
• Supply ordering and coordination.
  • Coordinating with Front Desk Coordinators on office supply orders.
  • Processing staff order requests for furniture, other accommodations as needed.
  • Order tracking, receiving, and distribution.
• Assisting ‘Facilities Manager’ and Operations Director with Security, Emergency and Safety duties.
  • Ensuring adherence to health and safety regulations, conducting inspections and maintaining emergency preparedness plans.
  • Coordinating with security company.
  • Reviewing and ensuring building security and safety procedures are followed by staff and any contracted vendors.
  • Attending, assisting, and note taking during monthly meetings.
  • Assistance in executing action items and distributing relevant information.
• Support in project duties and back-up when ‘Facilities Manager’ is not available/on vacation.
  • Attending planning meetings with HAC directors and designated project participants, notating and beginning to work on actionable items.
  • Corresponding with contractors, managers, and staff regarding upcoming projects and the logistics surrounding their execution.
  • Working with contractors and consultants on plans, pricing, and deliverable dates.
  • Providing thorough and simple communication with HAC directors of project progress and delays.
  • Donation correspondence and pick-ups.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• Problem-solving and critical thinking abilities
• Technical knowledge of building systems and maintenance procedures
• Ability to manage multiple priorities and meet deadlines
• A clear understanding of, and the ability to demonstrate, professional ethics, boundaries, and judgment.
• Integrity to handle sensitive information in a confidential manner and to follow the confidentiality practices of a law office.
• Proficient in Excel, Outlook, and Microsoft Word.
• Ability to work independently but willing to ask for help or clarification as much as needed.
• Initiative, flexibility, and the capacity to respond effectively in all situations.
• The necessary attitudes, knowledge, and skills to demonstrate cultural humility, deliver culturally competent services and work effectively in cross-cultural situations.
• Understanding of and enthusiasm for employing harm reduction principles in dealing with issues arising from substance use, mental illness, homelessness, and incarceration.
• California Class C driver license preferred. Ability to drive a manual transmission vehicle also preferred.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequent: bending, standing, stooping, kneeling, reaching, twisting, and walking.
• Intermittent lifting, pushing, and pulling. Frequent repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers. Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• Strong communication and organization skills and ability to manage multiple calendars and projects simultaneously.
• Basic knowledge of plumbing, electrical, carpentry, or willingness to learn.
• Able to lift bulky objects or regularly mobilize someone to do it for you. Willingness to move heavy objects from one place to another.
• Able to perform basic maintenance tasks or mobilize someone to do it for you (Ex.: crouch under desks while operating a drill).
• Attentiveness to individual needs while not compromising efficiency of collective.

ADDITIONAL VALUES AND CORE COMPETENCIES

HAC’s Core Competencies are the skills we expect all of our staff to have and continually develop - regardless of role or level. These core competencies are the skills that reflect how we live our values, support a consistency of staff experience across HAC, and help us understand what is expected of us and where we have room to grow.

Values

Core Competencies

Harm reduction

This value requires us to meet our clients where they are on their path in life and co-create strategies for survival with the resources available. Harm reduction is in contrast to a model that conditions the receipt of services on abstinence, socially acceptable behavior, or gratitude. Harm reduction empowers others to make choices to reduce the harms associated with the experiences of precarity, lack of access to treatment, health care, and permanent housing. A harm reduction and trauma informed mindset and ethos requires the following competencies:

• Centering client dignity and autonomy
• Interacting with our clients without fear or judgment
• Ability to interact with people experiencing severe mental illness, under the influence of substances, and at times displaying antisocial and offensive behavior

Radical Compassion

We expect our staff to have a demonstrated commitment to social change. Everyone deserves second chances - especially our clients - and we are not afraid of conflict in the service of solving problems and making HAC better. This value is about prioritizing relationship building and how we treat each other. Compassion at HAC also means understanding that socioeconomic systems, not individuals, are responsible for poverty. Compassion at HAC means:

• Practicing empathy in all interactions
• Having understanding and radical love for our clients first, for each other as colleagues, and for ourselves
• The ability to have difficult conversations, manage conflict, and face confrontation with humility, kindness, and respect

Redemption

We show up to this work with an understanding that HAC's clients are not the typical clients of a legal services organization. We do not condition representation on perfect behavior, and we are prepared to give multiple chances. Redemption at HAC means:

• We do not end relationships with clients because a client said the wrong thing, missed an appointment, or refuses to engage in drug treatment or health care
• We do not give up on our clients
• We go above and beyond for as long as it takes

Excellence

By excellence, we mean the quality of the services we deliver, the culture we foster, and our commitment to growth and learning. We expect excellence to look like:

• Attaining successful outcomes for our goals and objectives
• Demonstrating cultural humility by taking a learning stance and being open to our clients and colleagues’ cultural experiences
• Growing professionally and always learning in order to deliver outstanding work product
• Collaborating across teams and being proactive in offering solutions to challenges

Honor

We feel honored to be able to do this work at this time in this community. Our clients entrust us with their most difficult and private struggles and we are able to offer some relief. It’s hard work, and it has meaning and is honorable as well. What this means in practice is:

• We show up with integrity, an open mind, and heart
• We are able to deal with workplace stress and change
• We are adaptable and responsive
• We all make mistakes, take responsibility for them, and extend each other grace

Justice

Justice is the systematic fair treatment of all people, resulting in equitable opportunities and outcomes for all. It is not just the absence of discrimination and inequities, but also the presence of deliberate systems and supports to achieve and sustain equity through proactive and preventative measures. To embody justice at HAC, everyone:

• Is committed to advancing racial equity
• Has been directly impacted by inequity or has lived experience of solidarity with oppressed groups
• Has a deep understanding of the impact of race, class, gender, disability, and other kinds of injustice.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Contact with clients who may have behavioral and psychiatric problems including shouting, use of profanity and inappropriate behavioral choices.
• Supervision: assigned duties according to specified procedures and receives detailed instructions. Work is reviewed frequently. The employee performs a variety of routine work within established policies and procedures, and receives instructions on assignments, new policies, or projects.
• Our offices have open spaces, and thus can be loud and chaotic. While we are a working law office, the layout, as well as the nature of our work, can mean that it is louder than a “typical” office space.
• We have animals – cats and dogs – in our offices.
• This position requires interacting with people living in homeless encampments. Encampments may be especially chaotic, and may have debris, drug paraphernalia, rodents, and other possible hazards.
• Occasional need to interact with clients that may be expressing anger both appropriately and inappropriately.
• The worker is occasionally exposed to perfume or scents in personal care products used by employees, clients, and visitors.
• The worker is occasionally exposed to cleaning products.
• The work environment includes traveling using various modes of transportation.
• The work environment may include driving an agency vehicle.

SALARY & BENEFITS

• The starting salary for this position is $67,500.00. Salary scales are reviewed annually. This is a fulltime salaried exempt position;
• Employer paid insurance: health, vision, and dental, as well as $150,000 basic term life insurance policy, long-term disability insurance and employee assistance program. Coverage includes 100% employer paid medical, dental and vision insurance for employee and dependent spouse/domestic partner or children; when adding spouse/domestic partner and children, 100% of the child premiums and 50% of the spouse/domestic partner premiums are paid by HAC. Additional optional life insurance, short-term disability, accident, and critical illness plans available.
• Optional Flexible Spending Account (FSA) for healthcare or dependent care available.
• 50% Subsidy for Commuter Check program.
• Student Loan Repayment Assistance Program (LRAP) in the amount of $200 subsidy per month for all staff who have student loans, regardless of salary or loan amount.
• 403(b) account available with employer contribution of up to 4% of annual salary.
• Generous vacation, holiday and sick time.

TO APPLY

Please submit your cover letter and resume as a single PDF attachment to recruitment@homelessactioncenter.org when applying.

In order to best serve our clients and our community, HAC is committed to creating an equitable and inclusive workplace in which differences are acknowledged and valued. Please address the following question(s) in your cover letter: How has your personal background or experience, professional or otherwise, prepared you to contribute to social justice, racial equity, and diversity among our staff? What is your style of problem solving and conflict resolution?

HAC is committed to equity in hiring. We encourage people of color, women, people with disabilities, older people, LGBTQIA people, and members of other historically oppressed groups to apply.It is HAC’s policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to race, color, ethnicity, ancestry, religion, age, sex, gender, sexual orientation, gender identity/expression, pregnancy, medical condition or genetic information, veteran status, national origin, disability, marital, or other protected status. HAC will conform to the spirit, as well as the letter, of all applicable laws and regulations.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.