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City Wide Facility Solutions · 5 months ago

Administrative and Operations Coordinator

San Diego, CA

Full-time

Onsite

Mid Level

$65K/yr - $70K/yr

3+ years exp

City Wide Facility Solutions is seeking a bilingual and detail-oriented Administrative and Operations Coordinator to join their team in the facility maintenance services field. The role involves providing administrative and operational support, including contractor recruitment, vetting, scheduling, and ensuring compliance with safety standards across client locations.

Extermination ServiceFacilities Support ServicesHousekeeping Service

Responsibilities

Vetting Independent Contractors: Thoroughly vet potential independent contractors and subcontractors to ensure they meet all necessary qualifications, certifications, and standards for facility maintenance work. Review resumes, check references, verify licenses and insurance, and ensure compliance with industry regulations and safety protocols

Contractor Recruitment & Onboarding: Identify and recruit qualified independent contractors for various maintenance services (e.g., HVAC, plumbing, electrical, janitorial, and landscaping). Guide contractors through the onboarding process, ensuring they meet all company requirements and adhere to safety standards

Communication & Support: Serve as the main point of contact for independent contractors, resolving issues or concerns related to work assignments, contracts, or payment. Ensure clear communication with both contractors and the company in English and Spanish

Vendor Management: Build and maintain strong relationships with independent contractors, ensuring they meet service-level agreements (SLAs) and perform work to the highest standards. Address any concerns or performance issues that arise in both languages

Contractor Scheduling & Coordination: Develop and manage schedules for independent contractors, ensuring maintenance tasks are completed on time and according to client expectations. Communicate effectively with contractors in both English and Spanish regarding job assignments, timelines, and requirements

Performance Monitoring & Reporting: Regularly assess contractor performance through evaluations and feedback. Provide management with reports on contractor status, work completion, and any issues related to contractor performance or project timelines

Safety & Compliance: Ensure all contractors comply with safety regulations, company policies, and industry standards

Problem Resolution: Effectively resolve conflicts, complaints, or issues between contractors or internal teams. Use strong problem-solving skills and bilingual communication to maintain smooth operations

Qualification

Bilingual communicationContractor vettingFacility maintenance knowledgeMicrosoft Office SuiteProblem-solving abilitiesMultitasking skillsOSHA regulationsOrganizational skillsTime-management skillsTeamwork

Required

High School diploma or equivalent; additional education in business administration, facilities management, or a related field preferred

Minimum of 3-5 years of experience in administrative support, contractor coordination, facility maintenance, or a related field

Proven experience in vetting and managing independent contractors, including reviewing qualifications, licenses, insurance, and compliance with safety standards

Strong knowledge of facility maintenance services, such as HVAC, plumbing, electrical, janitorial, and general repairs

Bilingual fluency in both English and Spanish, with strong verbal and written communication skills in both languages

Excellent organizational, time-management, and multitasking skills

Proficiency in Microsoft Office Suite and facility management software

Knowledge of OSHA regulations, safety standards, and industry best practices in the facility maintenance field

Ability to work independently and as part of a team, with strong problem-solving abilities

Ability to lift up to 30 lbs

Ability to stand, walk, bend, or kneel for extended periods