Facilities & Records Coordinator
Job Description
Facilities & Records Coordinator
$18-$22/hour | Temp-to-Perm (Up to 12 Months)
Position Overview
We are seeking a highly organized and detail-oriented professional who enjoys working with records and data, follows established processes, and takes pride in maintaining accurate and confidential information. This entry-level role focuses on preparing and scanning paper records into electronic systems while supporting facilities documentation, compliance tracking, and records retention activities.
This is a hands-on, process-driven position ideal for candidates who are organized, dependable, and comfortable working with large volumes of documents.
Key Responsibilities
- Classify documents according to record type prior to scanning.
- Prepare records for digitization, retention, archival storage, or secure destruction in accordance with BAMSI policies and regulatory requirements; scan and upload documents into electronic records systems.
- Perform quality checks to ensure document accuracy, completeness, and readability.
- Retrieve, track, and coordinate records from off-site storage facilities.
- Organize files for scanning, storage, archival retention, or secure destruction.
- Maintain accurate logs of records processed, archived, retrieved, and destroyed.
- Maintain scanning and office equipment by following manufacturer instructions and established procedures.
- Perform data entry, spreadsheet maintenance, document tracking, and records reconciliation activities.
- Prepare status updates and progress reports for the supervisor.
- Adhere to HIPAA requirements and all applicable privacy, confidentiality, and information security standards.
- Comply with all BAMSI policies, records retention requirements, and regulatory obligations.
- Maintain electronic and physical facilities records.
- Organize, scan, upload, and maintain documents within EnvVisual and other agency systems.
- Maintain records and system data within EnvVisual and other facilities management platforms.
- Track and maintain documentation related to:
- Site Safety Reviews
- Floor Plans
- Vendor Contracts
- Certificates of Insurance
- Utility Accounts
- Vehicle Registrations
- Inspection Reports
- Lease Records
- Assist with vendor communications, documentation requests, and records collection efforts.
- Track utility, vehicle, inspection, and facility-related compliance deadlines.
- Maintain data accuracy across facilities databases, spreadsheets, and document repositories.
- Assist with audits, regulatory reviews, and documentation requests.
- Prepare reports, spreadsheets, and tracking tools to support facilities operations and compliance activities.
- Assist with special projects and administrative tasks as assigned.
Qualifications
- High school diploma or GED
- Previous office, filing, or administrative experience preferred
- Proficient with Microsoft Excel, Outlook, Word, and willingness to learn agency-specific systems.
- Strong attention to detail and organization
- Dependable and able to follow structured processes
- Protect confidential employee, person served, and BAMSI information by adhering to privacy, security, and records retention standards.
- Experience handling confidential information in accordance with HIPAA, personnel records regulations, or similar privacy requirements preferred.
Work Environment
- Combination of desk work and physical file handling
- Frequent use of spreadsheets, databases, and electronic document management systems.
- High-volume, repetitive task-oriented workload
- May involve lifting and moving boxes of records
- Interaction with off-site storage vendor
- Ability to lift and move boxes weighing up to 25–30 pounds and work with physical records for extended periods.
Additional Information
- Pay: $18-22/hour
- Schedule: Full-time
- Status: Temporary-to-permanent (up to 12 months)
- Training provided
- Opportunity for long-term placement based on performance
Ideal Candidate
The ideal candidate is highly organized, detail-oriented, and comfortable managing large volumes of records and data. They enjoy structured, process-driven work, demonstrate strong follow-through, and can maintain confidentiality while supporting records management, facilities documentation, and regulatory compliance activities.
