Facilities Operations Specialist Jobs

WHY MIDPEN
At MidPen, we build communities that change lives and revitalize neighborhoods. We work every day to create a world where everyone has a quality home they can afford and equitable access to opportunity. Our goal is to develop communities that enhance cities and catalyze growth and opportunity for residents.
With a “three companies, one mission” approach, we develop affordable housing, provide professional property management for all our communities, and coordinate robust onsite support programs to help our residents advance their well-being. We are one of the nation’s largest non-profit developers and owners of affordable housing — to date, we’ve developed over 120 communities across 11 Northern California counties and provide affordable homes for more than 20,000 (and growing) low-income working families, seniors, and people with special needs. The lack of affordable housing in the Bay Area is our reason for doing what we do, and we want you to be a part of the journey toward social, economic, and racial equity.
About Property Management
The Property Management team is responsible for operating and maintaining our beautiful communities, but beyond that, they are relationship builders and the heart and soul of MidPen. Rooted in our ICARE values (Integrity, Collaboration, Accountability, Respect, and Excellence), and our Guiding Principles of diversity, equity, inclusion, and belonging, Property Management works closely with our residents, our community partners, and their fellow MidPenners, including close collaboration with our Resident Services team.
Benefits And Compensation
In 2021, MidPen was certified as an official Great Place to Work®, and for good reason! In addition, we offer a Best-in-Class benefit package that includes 100% employer paid employee healthcare options (Kaiser or Sutter), dental, vision, life & disability insurance. We also offer a wide range of voluntary benefits; 403(b) retirement investment opportunity and annual financial literacy and retirement planning options, FSA for childcare, medical and commuter benefit options, Employee Assistance program and pet insurance for our furry, feathered, and scaled friends. In addition to 14 paid company holidays, which include a paid winter holiday break between Christmas and the New Year, we offer 4 paid wellness days for employees to disconnect and recharge. As a learning organization, we encourage professional development and career advancement, and we offer up to $3,000 annually ($12,000 lifetime maximum) for education assistance with tuition reimbursement and/or loan debt relief that includes qualified family members. And, as a family-friendly company, we offer a paid time off parental leave benefit of 12 weeks in a 12-month period for new or expecting parents. Check out our benefits snapshot on our careers page.
PAY RANGE
$31.73 - $34.62 Hourly - Pay based on applicable experience and qualifications
Position Overview
Under the supervision of the Director of Facilities, the Facilities Operations Specialist supports the managers and activities of MidPen Property Management‘s Facilities Department. This would include such areas as maintenance, facilities, procurement, contracts, bids, invoices, payments, capital projects planning, safety, and risk management which are all within the purview of the Facilities Department.
Among those supported are the Director of Facilities, Vendor Manager, Manager of Maintenance Facilities and Capital Projects, Risk Manager, Associate Facilities Manager, Construction Coordinator, and Regional Maintenance Supervisors and/or Leads.
Essential Duties

• Assists with dispatch and follow-up with various systems vendors, incidents, work orders, and related services and communication as needed with MidPen community and field staff
• Assists with securing needed office supplies and other needed materials for department staff (including Regional Maintenance Supervisors) via Staples/Advantage and HD/Supply procurement channels
• Property inspections
• Routinely monitors status of existing vendors in RPVC for incomplete and/or expired status – assists with expediting restoration of vendors to Approved status
• Solar Energy systems - contracts, service types and frequency, recurring inspections, repairs, and upgrades
• Assist with scheduling, coordination, recording and reporting of service contracts, service levels, vendor visits, site inspections, work completed, and pending projects with/for department staff
• Supports the Facilities Dept. staff and the properties in the areas of:
• Assists with new/additional systems management data and processes, as assigned
• Assists with data collection, input, processing, revision, and reporting of/from various databases including the following:
• Long-term Capital Planning (“Capital Tracker”) and Construction Management Fees
• Provides copies of inspection and testing records on request to other departments (Compliance, etc.) to assist with recuring community inspections by regulatory agencies
• Works with new vendors, RealPage Vendor Credentialing (RPVC), and other vendor management systems as well as MidPen corporate and community staff including accounting teams to assist in enrollment and maintenance of vendors, including Values Contracting information within the MidPen Vendor Portal.
• Develops information about vendors – to assist with the identification of additions/enhancements in line with specialty needs, regional location, and in support of Values Contracting initiatives
• Insurance Claims, Risk Management & Incident reports, Safety Inspections
• Assists in coordination and scheduling of recurring Facilities training meetings
• Uses data compiled to provide an overview of the service and maintenance history of various systems and collaborate on improvements, and efficiencies
• Elevator service contracts - advising, coordinating, and verifying service & emergency calls, maintenance, testing, permits, service records, capital upgrades, etc.
• Responsible for collecting, maintaining (electronic files), recording, and distributing records of Facilities department systems for the benefit of MidPen communities
• Laundry equipment leases and recording recurring revenue/operational performance
• Fire and Life Safety - auditing, coordinating, and verifying, inspections and compliance. Advising and coordinating support for the properties on contracts, service levels, service visits, emergency callouts, monitoring, testing, record keeping, and capital upgrades

Qualifications
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the education, knowledge, skill, and/or ability required.
Education And Experience

• An Associate’s degree in Business, Finance, Statistics, Economics, or Purchasing and no less than three years’ experience in a fast-paced office environment
• Experience in construction, property management, legal services and/or energy systems preferred

Knowledge, Skills, And Abilities

• Effective interpersonal skills and report-writing skills
• Must possess and maintain a valid California driver’s license, reliable transportation, and required auto insurance
• Ability to exercise sound judgment routinely and independently in making decisions
• Familiar with KPIs, business metrics, and basics of statistical analysis and proficient in Microsoft Office software
• Must be able to facilitate and collaborate with external vendors and internal partners
• Demonstrated skills with financial data, performance analysis, and basic knowledge of business, contracts, and law
• Developed analytical and problem-solving skills.
• Demonstrated ability to work independently and as a team. Adaptable and seeking to balance internal stakeholder needs while sustaining external relationships
• Commitment to the Mission and Values of MidPen Services and MidPen Housing
• Detail oriented
• Effective written and oral communication skills to address a wide variety of audiences.

Physical Requirements

• Occasionally twist/bend/stoop/squat, kneel/crawl
• Constantly perform desk-based computer tasks, frequently sitting
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 15 pounds

Working Conditions

• Occasionally works in all types of weather inside and outside
• Rarely Respond to emergency calls at night or on weekends

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.
COVID-19 VACCINATION MANDATE
All MidPen employees are required to be fully vaccinated against COVID-19. As of April 1st, 2022, boosters are required for employment at MidPen. (As a reminder, booster eligibility means that at least 5 months have passed from your 2nd shot of Moderna or Pfizer or 2 months from your Johnson & Johnson shot.) Subject to applicable law, all prospective hires will be required to demonstrate they have been fully vaccinated for COVID-19 or qualify for an accommodation to this vaccination requirement. Employees with an approved accommodation will be required to test for COVID-19 on a weekly basis.
EQUAL OPPORTUNITY EMPLOYER
MidPen Housing Corp. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Consistent with its obligations under the law, MidPen Housing Corp. will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. MidPen believes that diversity and inclusion among our teammates is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.