Administrative Coordinator $25.00 – $32.00 / Hour

*$500 Sign-on Bonus!*

Options for Community Living, Inc. is looking for a Facilities Coordinator (Administration) to join our team! An ideal candidate should meet the following requirements:

• High school graduate.
• At least two years of administrative experience.
• Must be proficient in using MS Word, Excel and Access.
• Excellent interpersonal and communication skills. 

Our Company Benefits include:

• Medical, Dental and Vision Insurance
• Generous PTO: 5 Wellness Days, 10-22 Vacation Days, 8 Sick Days, 11 Paid Holidays – yearly
• 403(b) retirement plan with an employer match
• Employee Assistance Program
• Tuition Assistance
• Wellness Initiatives
• Paid Training & On-the-Job Training
• Promotional Opportunities
• Mileage reimbursement
• Life Insurance
• Flexible Spending Account

Salary Range:

$45,500/yr. ($25.00/hr.) – $58,240/yr. ($32.00/hr.).

Salary offers will be commensurate with experience and other qualifications.

Schedule:

Monday – Friday: 8:00 AM – 4:00 PM (35 hours/week)

Location: In-person based out of our Ronkonkoma office

Pay Type: Non-exempt

Responsibilities:

• Respond to all incoming phone calls in a professional manner. 
• Process work orders – Receive work orders from staff, obtain appropriate signatures, enter information into maintenance database, distribute, coordinate work done to be completed by outside vendors, obtain appropriate signatures for all work orders for final sign off once work is completed, process to accounting for payment and make copies for files in the department.
• Receive estimates from outside vendors on services, obtain required approvals.
• Notify staff of service dates and times; send appointments via outlook calendar to appropriate case managers and supervisors for vendor appointments. 
• Coordinate processing of annual routine maintenance bulk schedules such as air conditioner maintenance, furnace cleaning maintenance, irrigation maintenance, gutter cleaning maintenance, preventative maintenance inspections, etc.
• Process all HUD REAC inspection forms to be sent to the Program Manager prior to inspections with HUD.
• Process Medicare or Medicaid Exclusion/vendor clearance.
• Assist Facilities Manager with updating Vendor Insurance information into Microsoft Access and adding new vendors into Maintenance Care and Microsoft Access databases.
• Maintain Emergency information sheets and update all with any changes. Enter all information for new sites on new emergency information sheets and provide a copy to staff.
• Serve as backup for ordering office supplies for the department.
• Periodically locate new vendors to bring aboard by utilizing NY state website, MWBE website, Angies list, recommendations, etc.
• Reconcile building mechanic receipts to monthly statement for Home Depot, Lowes, etc. and submit monthly to the accounting department. Process all receipts and submit to the Maintenance Project Manager for signature approvals and Program Director if applicable.
• Update all case manager listings for the ATC program.
• Coordinate with the accounting department when residents in the ATC program move in or out and each resident’s responsibility for electric or heating costs.
• Print monthly pending reports for the ATC Director and ATC Program Manager.
• Process requests for Hempstead and Amityville offices that may need vendor work.
• Maintain MWBE/MBE Vendor and Violation/Orders Binders and process all paperwork.
• Work with Program Manager and Development Director for ATC department when necessary regarding grants to improve our properties.
• Assist coordinating LIVE Project with Development team.
• Assist Facilities Manager with contracts when needed.
• Additional administrative duties as assigned.