Facilities Supply and Coordination Specialist

PURPOSE: Little City is seeking a highly organized and detail-oriented individual to fill the position of Facilities Supply and Coordination Specialist. This role is crucial in ensuring the smooth operations of our homes and CILAs (Community Integrated Living Arrangements) by managing and ordering all necessary supplies. The Facilities Supply and Coordination Specialist will work closely with the Interior Maintenance Manager and Director of Facilities to create and manage various work orders, spend map requests, check requests, and other administrative duties related to facility maintenance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The list of essential duties and responsibilities, as outlined herein, is intended to be representative of the task to be performed. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position.
1. Supply Management: Collaborate with department heads to determine supply needs for homes and CILAs.
2. Establish relationships with vendors and negotiate favorable terms and pricing.
3. Monitor inventory levels and place orders in a timely manner to avoid shortages.
4. Work Order Management: Create, manage, and prioritize work orders for maintenance and repairs.
5. Coordinate with maintenance staff to ensure timely completion of work orders.
6. Maintain accurate records of work orders and report on completion status.
Title: Facilities Supply and Coordination Specialist
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7. Financial Coordination: Process spend map requests and check requests in accordance with established procedures.
8. Track and report on a weekly and monthly basis expenditures related to facility supplies and maintenance.
9. Communication and Collaboration: Work closely with the Interior Maintenance Manager and Director of Facilities to understand project requirements and priorities.
10. Communicate effectively with staff, vendors, and other relevant stakeholders.
11. Act as a liaison between various departments and the facilities management team.
12. Documentation and Reporting: Maintain accurate and up-to-date documentation for all supply orders, work orders, and financial transactions.
13. Generate reports as needed to provide insights into supply usage, maintenance activities, and financial expenditures.
14. Other duties as assigned by the Director of Facilities.
15. Successfully completes Little City required training, re-training, and any additional training as required by Little City policies and practices, or as assigned by his or her immediate supervisor.

MINIMUM QUALIFICATIONS:
• High school diploma or equivalent; additional education or certification in facilities management or related field is a plus and a minimum of three years’ experience, required.
• Proven experience in supply chain management, procurement, or facilities coordination.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent communication and interpersonal skills.
• Proficient in using MS Office Suite and other relevant software applications.
• A valid IL driver’s license and proof of automobile insurance is required.
• Must meet the LCF insurance requirements per policy in order to be maintained on the Approved Driver’s List

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:
While performing the duties of this job, the employee is subject to sitting for prolonged periods; frequently walks, stands, grasps, lifts, holds, or feels objects; occasionally stoops, kneels, crouches, or crawls. Extended use of computer and typing is required. The employee frequently is required to use manual and finger dexterity and eye-hand coordination when working and handling office equipment. The employee is subject to assist and support up to 25 pounds with varying amounts of assistance on a reoccurring basis. The employee is required to have corrected vision and hearing within normal range and the ability to operate office equipment. No occupational exposure to blood, body fluids, communicable diseases, or other potentially infectious substances (Category I). Typical office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer: The intent of this job description is to provide a representative level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.