Facilities Coordinator

ABOUT ADOBE

Adobe Population Health (APH) is a women-owned health solutions company founded in 2018 and committed to positively impacting the lives we touch. The company has a culture of inclusivity and human kindness, based in Phoenix, AZ, with satellite locations in multiple states. APH has been recognized as one of “America's Fastest-Growing Private Companies” by Inc. 5000 and has earned a "Best Places to Work" award from the Phoenix Business Journal consecutive times.

APH offers customized programs for insurance groups, providers, hospitals, and families, which include case management, in-home/in-clinic wellness assessments, preventative care, transitional care, and social work services. As one of the country's few fully integrated healthcare providers, APH provides top-notch medical services with various service lines. The company is expanding and looking for individuals who want to make a difference and help those in need.

POSITION PURPOSE

Adobe Population Health is seeking an organized, reliable, and detail-oriented Facilities Coordinator. In this role you will play a crucial role in ensuring the smooth operation of our facilities across multiple sites by managing mail services and coordinating the use and maintenance of our fleet vehicles. As the Facilities Coordinator you will oversee all aspects of mail distribution, courier services, and vehicle operations to optimize efficiency and support the needs of our organization. The ideal candidate will possess excellent communication skills and organizational skills.

This is a full-time, hourly position based out of our Phoenix Office, conveniently located off the 51 Freeway (Glendale Ave. and 16th St.).

This is a newly created position to support APH’s continued expansion reporting to the Facilities Operations Manager.

DUTIES & RESPONSIBILITIES

Mail Services Management

• Coordinate incoming and outgoing mail services for multiple sites, including sorting, distributing, and dispatching mail and packages.
• Oversee relationships with external courier services for timely and cost-effective delivery of packages and important documents.
• Maintain accurate records of mail transactions, postage usage, and courier expenses.
• Verify the accuracy of addresses and postage on outgoing mail and packages.
• Transport and deliver mail and packages to external vendors.
• Manage mailroom supplies, equipment maintenance, and service contracts.

Fleet Vehicle Coordination

• Coordinate the scheduling and use of company fleet vehicles across different locations, ensuring availability and proper utilization.
• Monitor vehicle maintenance schedules, inspections, and repairs to ensure safety compliance and operational efficiency.
• Track and report on repairs and maintenance costs.
• Implement and enforce company policies related to the use of fleet vehicles.

Facilities Support

• Provide general facilities support as needed, including office moves, furniture arrangements, and space utilization projects.
• Collaborate with vendors and contractors for facility repairs, maintenance, and improvements.
• Assist in planning and executing facilities-related projects, such as office renovations or equipment installations.
• May be required to travel to multiple in-state satellite locations.

Compliance and Safety

• Ensure compliance with local regulations and safety standards related to mail services and fleet vehicle operations.
• Implement and enforce safety protocols for vehicle use and maintenance.
• Conduct regular inspections of vehicles and mailroom facilities to identify potential risks and address any issues promptly.

Cross-Functional Collaboration

• Work closely with internal departments such as Operations, Administration, and Finance to support their needs related to mail services and fleet operations.
• Collaborate with IT to integrate technology solutions for mail tracking and fleet management.

Performs other related duties as assigned by management.

SKILLS & QUALIFICATIONS

• Prior experience in facilities, fleet, and mailroom or similar administrative roles is preferred.
• Knowledge of safety regulations and best practices related to fleet operations and mailroom management.
• Proficiency in using office software and database systems for record-keeping and reporting.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in using computers and basic office software, such as email and spreadsheet applications.
• Ability to lift and carry packages of various sizes and weights.
• Knowledge of postal regulations and shipping procedures is a plus.
• Reliable and punctual with a strong work ethic.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
• Excellent communication and interpersonal skills to interact effectively with employees, vendors, and stakeholders.
• Comfortable traveling throughout the state to satellite locations as needed. No overnight travel is necessary.

EDUCATION, LICENSES, & CERTIFICATIONS

• High School Diploma or equivalent required.
• Associate degree preferred.
• Current and unrestricted driver’s license.

BENEFITS & TOTAL REWARDS

• Paid Onboarding and Training
• Insurance – Medical, Dental, Vision, and Life
• 401k Plan – 3% match
• Employee Assistance Program
• Tuition Reimbursement
• Continued Education Support
• Mileage Reimbursement (if applicable)
• Referral Bonuses
• Paid Holidays (8 days)
• Paid Time Off (15 days)
• Paid Volunteer Hours

CHARACTER & COMPETENCIES

• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Problem-Solving - Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Professionalism - Tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

PHYSICAL DEMANDS & WORK ENVIRONMENT

• Occasionally required to stand.
• Occasionally required to walk.
• Continually required to sit.
• Occasionally required to climb, balance, bend, stoop, kneel, or crawl.
• Occasionally required to be exposed to warm or cool spaces.
• Continually required to talk or hear.
• While performing the duties of this job, the noise level in the work environment is usually moderate.
• May occasionally lift and /or move more than 50 pounds.
• Must be able to physically perform the essential duties of the position which include lifting 50 lbs., transporting materials, stooping, kneeling, crouching, reaching, use of hands, balancing, walking, standing, talking, hearing, and typing.

EQUAL EMPLOYMENT OPPORTUNITY

APH is an Equal Opportunity Employer where all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.