Facilities Coordinator

Job Summary

The Facilities Coordinator will oversee, monitor, and coordinate facility cleaning, station cleaning, and station maintenance. This is a mobile position that entails traveling to, inspecting, and reporting on conditions at multiple locations.

Duties & Responsibilities

• Ensure the stations are clean and safe in order to provide overall good customer experience.
• Serve as a liaison between Subway Operations, internal Authority departments and external contractors in order to coordinate cleaning and maintenance activities.
• Coordinate the implementation of programs and/or procedures.
• Respond to each inquiry, whether from a customer, vendor or coworker in a courteous and professional manner.
• Drive a company or personal vehicle to visit work sites as needed.
• Analyze, prepare, and maintain statistical reports relating to cleaning initiatives.
• Respond, either directly or through others, to emergencies twenty-four (24) hours per day, seven (7) days per week.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Assist in the management of a workforce by ensuring the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable), and policies of the Authority, including the EEO, Anti-discrimination and Anti-harassment, and Anti-retaliation policies.
• Perform all other duties and projects that may be assigned.

Supervision None

Minimum Requirements & Qualifications

• A high school diploma or equivalent (G.E.D.) from an accredited institution
• Three (3) or more years of experience supervising cleaning/maintenance vendors.
• Proficient in Word, Excel, Database, PeopleSoft, Microsoft Project Management, or Mainframe applications.
• Skilled in collaborating with employees, vendors, contractors, and customers at all levels.
• Strong organizational, analytical, quantitative, multitasking, and time management skills.
• Expert in handling sensitive and confidential matters in an appropriate manner.
• Able to provide courteous, professional customer service internally and externally.
• Exhibited strong written and verbal communication skills.
• Excellent presentation and conflict resolution skills.
• Demonstrated ability to interact effectively with suppliers, vendors, contractors, and operating departments.
• Able to work effectively with a diverse workforce.
• Possession of a valid driver's license without infractions in accordance with MBTA policy
• Successful applicants must have the English language skills required for the effective performance of the position.

Substitutions None

Preferred Experience & Skills

• A Bachelor's degree from an accredited institution in Facilities Management or a related field.
• Certificate in Project Management or a related field.
• Experience in Computerized Maintenance Management Systems
• Five (5) or more years of experience overseeing and coordinating commercial or janitorial facility management is highly preferred.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

1. General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
2. Application Completion: It is each applicant's responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
5. Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
7. Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.
9. Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.
10. ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or hradaaa@mbta.com.
11. Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer. For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions.
12. Intern / Co-Op Benefits: Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation