Facilities Administrative Coordinator

Primary Responsibilities

• Coordinate administrative activities for the Facilities Department, including scheduling, correspondence, document preparation, recordkeeping, and meeting coordination.
• Support follow-up on assigned action items and departmental priorities.
• Administer fleet-related processes, including vehicle records, registrations, renewals, maintenance scheduling, repairs, insurance documentation, and vehicle acquisition and disposition activities.
• Maintain fleet tracking systems and related records.
• Serve as an administrative point of contact with vendors, contractors, service providers, and external partners.
• Coordinate appointments, site visits, meetings, and project-related communications.
• Prepare meeting materials, document decisions and action items, and track follow-up activities.
• Draft routine correspondence, reports, memoranda, forms, and other department documents.
• Assist with responses to permitting, licensing, inspection, and regulatory inquiries.
• Maintain organized records related to permits, inspections, licenses, fleet operations, facility documentation, vendor agreements, and construction or renovation projects.
• Track permit applications, regulatory deadlines, renewals, inspection requirements, and outstanding documentation.
• Assist with administrative coordination of construction, renovation, maintenance, and other Facilities projects.
• Support vendor and contractor administration by maintaining required records and documentation.
• Assist with processing purchase requests, invoices, work orders, and related administrative documentation.
• Develop and maintain spreadsheets, reports, logs, calendars, and tracking tools used by the department.
• Respond to routine Facilities inquiries and route requests to appropriate staff.
• Monitor outstanding requests and support timely resolution of issues.
• Handle sensitive organizational, facility, vendor, and employee information with discretion and confidentiality.
• Identify opportunities to improve administrative processes, documentation systems, tracking tools, and workflows.
• Provide general administrative support to the Facilities Director and Facilities Department.

Minimum Qualifications

EDUCATION: High School Diploma or GED

EXPERIENCE/SKILLS: Minimum of three (3) years of relevant experience (administrative or office coordination). Proficiency with Microsoft 365. This position requires driving company vehicles on behalf of the agency. Incumbent must meet all agency driving requirements, including being at least 21 years old, having been licensed for a minimum of three years, successfully completing a motor vehicle history check, possessing and maintaining a current, valid driver's license in the state of Washington, and having reliable, insured transportation.

Preferred Qualifications

EXPERIENCE/SKILLS: Experience providing administrative or operational support in Facilities, construction, fleet management, or purchasing setting.

Performance Requirements

KNOWLEDGE: Working knowledge of general administrative and office management practices, including document preparation, recordkeeping, scheduling and file management. Knowledge of basic facilities operations, maintenance terminology, and work-order processes, or the ability to quickly develop the knowledge. Knowledge of basic fleet management practices, including vehicle records, maintenance scheduling, insurance documentation and utilization tracking. Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, SharePoint, OneDrive, and related administrative and collaboration tools.

SKILLS: Strong organizational skills and the ability to manage multiple assignments, deadlines, meetings and competing priorities. Strong written communication skills, including the ability to draft professional correspondence, summaries, forms and other business documents. Effective and professional verbal communication skills. Strong attention to detail and ability to review documents and records for completeness, accuracy, consistency and required approvals.

ABILITIES: Ability to organize, compile and draft documentation in response to permitting, regulatory, inspection or other governmental inquiries. Ability to coordinate meetings with contractors, vendors, government representatives, and internal stakeholders. Ability to identify administrative issues, missing information, approaching deadlines or documentation gaps and proactively bring them to the appropriate staff member's attention. Ability to establish effective working relationships and provide responsive service-oriented support to Facilities staff and other KMHS Departments.