Coordinator, Facilities

Job Description

Job DescriptionDescription:

Who We Are

Our mission at The Gathering Inn is to meet people where they are, inspire hope, and walk alongside them on their journey to sustainable housing. We believe every individual has inherent value, and we approach homelessness as a well-being issue through wrap-around, whole-person care built on identity, connection, safety, growth, and ultimately joy. From a single 40-person winter shelter, we've grown into a multifaceted organization now serving over 700 individuals and families daily across multiple programs, with services spanning emergency shelter, medical respite, permanent supportive housing, case management, housing navigation, basic needs support, and more. We also uphold a best-in-class culture of philanthropy, inviting our community to invest their time, talent, and treasure to meaningfully impact lives. Our team members live out our values of accountability, collaboration, inclusion, respect, and safety every day. If you want to be part of a team walking alongside our community toward real, lasting change, you belong here.
Join a team united in inspiring hope and building toward our vision: a community without homelessness.

About This Role

The Coordinator, Facilities is responsible for supporting the day-to-day maintenance, repair, and upkeep of facilities across all Gathering Inn locations. This position performs hands-on maintenance work, responds to work orders, assists with preventive maintenance activities, and helps maintain safe, clean, functional, and responsive facilities.

This role assists with coordinating daily maintenance tasks, prioritizing routine work orders, and supporting day-to-day field operations under the direction of the Manager, Facilities, Facilities.

The Coordinator, Facilities is expected to maintain active visibility throughout facilities, identify maintenance concerns proactively, demonstrate responsiveness and follow-through, and support a professional and service-oriented facilities environment.

This is a hands-on, field-based maintenance position that is primarily performed within facilities and operational environments rather than from an office setting.

What You’ll Do

Essential Duties & Responsibilities

Facilities Maintenance & Repairs

• Perform day-to-day maintenance, repair, inspections, and preventive maintenance activities across all Gathering Inn facilities.
• Respond to maintenance requests, work orders, and facility concerns in a timely and professional manner.
• Monitor and proactively inspect facilities, equipment, and common areas to identify maintenance, safety, cleanliness, repair, and preventive maintenance needs.
• Assist with facility setup, office moves, furniture coordination, vendor access, and maintenance-related projects as assigned.
• Maintain organized maintenance areas, tools, supplies, and equipment while demonstrating urgency, accountability, and follow-through in completing assigned responsibilities.

Work Orders & Daily Coordination

• Utilize MaintainX to manage work orders, task tracking, preventive maintenance activities, inspections, and maintenance documentation.
• Ensure maintenance activities, inspections, work orders, and updates are documented accurately and consistently.
• Assist with prioritizing, scheduling, and coordinating daily maintenance activities while independently addressing routine maintenance issues.
• Identify preventive maintenance opportunities while communicating ongoing priorities, unresolved issues, vendor coordination, and facility concerns requiring management review to the Manager, Facilities.

Communication & Accountability

• Maintain professional, timely, and consistent communication regarding maintenance activities, repairs, project status, operational risks, and facility concerns.
• Maintain accurate written documentation of maintenance activities, inspections, repairs, work orders, and assigned tasks.
• Escalate significant safety concerns, emergencies, and major facility issues to the Manager, Facilities or department leadership, as appropriate.
• Follow established departmental communication, reporting, documentation, and prioritization processes while fostering positive working relationships with staff, vendors, contractors, guests, and organizational departments.

Safety & Facility Standards

• Support safe, clean, functional, and well-maintained facilities across all locations
• Identify and report unsafe conditions, facility concerns, maintenance risks, or operational hazards
• Follow organizational safety procedures and department expectations
• Support compliance with applicable facility, safety, and operational standards

Position Expectations

• Maintain an active presence throughout organizational facilities while demonstrating professionalism, accountability, responsiveness, reliability, flexibility, sound judgment, and effective communication.
• Operate proactively by identifying maintenance concerns, preventive maintenance opportunities, and productive work activities before issues arise.
• Maintain organized maintenance records, systems, tools, supplies, and documentation to support efficient facility operations.

Supervisory Responsibilities

• This position does not have formal supervisory responsibilities or personnel management authority.
• May assist with training, and provide technical guidance to Specialist, Facilities as assigned.
• Does not conduct performance evaluations, administer discipline, make hiring decisions, or exercise independent supervisory authority.

Compensation & Benefits

Salary Range: $25.00 - $34.00

Benefits:

• Medical, Dental, & Vision Insurance
• Health Reimbursement Account (HRA)
• Flexible Spending Account (FSA)
• 403(b) Retirement Plan
• Life Insurance
• Paid Vacation & Sick Leave
• Employee Assistance Program (EAP)
• 12 Paid Holidays
• Cellular Phone Reimbursement – Position Eligible

Benefits are subject to eligibility requirements

Requirements:

What You Bring

Required Qualifications - Minimum Qualifications, Experience, Licenses/Certifications, Driver’s License

• High school diploma or equivalent required
• Minimum of 3 years of experience in facilities maintenance, building maintenance, property maintenance, construction trades, or a related field required
• Demonstrated ability to work independently, prioritize maintenance activities, and complete assignments with limited supervision required
• Experience performing work across multiple maintenance disciplines, including general building maintenance, landscaping, irrigation, painting, carpentry, electrical, plumbing, or related trades preferred
• Experience conducting facility inspections, identifying safety concerns, and implementing corrective actions preferred Experience using work order systems or maintenance tracking programs preferred
• Experience in a nonprofit, shelter, housing, human services, public safety, public works, or related environment preferred

Critical Technical Requirements:

• Basic organizational and time management skills
• Ability to manage work orders, maintenance tracking, and preventive maintenance documentation through MaintainX or similar systems
• Basic computer proficiency including Microsoft Office, email communication, and maintenance tracking systems
• General knowledge of building maintenance practices, facility upkeep, and basic repair coordination
• Ability to prioritize tasks and respond to maintenance needs in a fast-paced environment

Licenses & Certifications:

• Valid California driver’s license required

What to Expect

Working Hours:

This is a full-time, non-exempt position. Flexibility in working hours is expected, including occasional early mornings, evenings, weekends, or emergency response situations based on facility and organizational needs.

Travel:

Travel between organizational facilities and sites within Placer, Sacramento and El Dorado counties are required.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands and fingers, to handle objects, paper, etc. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel and crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this position include close vision, distance vision, depth perception, and ability to adjust focus. The employee regularly needs to talk and hear.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Noise level in the work environment is usually moderate.

• This position operates in a combination of office, shelter, and community-based environments. The employee will regularly interact with staff, volunteers, guests, community partners, and external stakeholders in a fast-paced, mission-driven setting.
• The role may require:
• Sitting, standing, walking, bending, and lifting up to 25 pounds.
• Frequent use of computers, phones, and other standard office equipment.
• Occasional evening, weekend, or holiday work to support organizational needs, special events, or emergency operations.
• The ability to respond professionally and calmly in a dynamic environment while maintaining confidentiality and exercising sound judgment.

The Gathering Inn is committed to providing a safe, respectful, and inclusive workplace. Employees are expected to perform their duties in a manner consistent with the organization's mission, values, and commitment to serving individuals experiencing homelessness with dignity and compassion.

Equal Employment Opportunity & Disclaimer

Equal Employment Opportunity:

The Gathering Inn is an Equal Opportunity Employer and is committed to creating an inclusive workplace where all qualified applicants and employees are treated with respect and afforded equal employment opportunities. The Gathering Inn is an Equal Opportunity Employer and is committed to fostering a diverse, equitable, and inclusive workplace. Employment decisions are made without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status, or any other characteristic protected by applicable federal, California, or local law.

Drug-Free Workplace:

The Gathering Inn maintains a drug-free workplace.

Background Screening:

Employment with The Gathering Inn is contingent upon successful completion of all required pre-employment screenings, including, but not limited to, background checks, reference verification, and any other screenings required by law, funding requirements, or organizational policy.

Disclaimer:

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or remove duties as organizational needs change.