Safety and Facilities Coordinator

Join to apply for the Safety and Facilities Coordinator role at Kubota Engine America

The role is located in Lincolnshire, IL (north of Chicago).

Salary Range: $75k-85k Depending on Experience

This full time position is complemented by a benefit offering including Medical, Dental, Vision, and Life Insurance, PTO, STD & LTD Benefits, 401k Retirement Plan and more.

Job Description Summary

The Safety and Facilities Coordinator position is responsible for ensuring a safe, functional, and compliant environment by overseeing building operations, maintenance, vendor contracts, and safety procedures. Key duties include conducting safety inspections and training, managing maintenance budgets and projects, enforcing health and safety regulations, responding to incidents, and ensuring the long-term functionality and security of the facility.

Duties And Responsibilities

• Facility Operations and Maintenance:
  Inspect the facility on a daily basis to identify any potential repair or safety issues
• Oversee the routine maintenance and repair of building systems (HVAC, electrical, plumbing, etc.).
• Plan and coordinate renovations, refurbishments, and space utilization projects.
• Ensure that all vendors doing work in the building have a current certificate of insurance on file
• Negotiate bids and manage contracts for third-party service providers, such as security and maintenance companies.
• Respond to incoming maintenance and repair requests in a timely manner. Coordinate repairs by assigning vendors, obtaining appropriate approvals, and tracking progress through completion
• Manage grounds maintenance, cleaning, and general upkeep of interior and exterior areas.
• Manage security systems such as cameras and door access
• Compile and maintain preferred vendor list; evaluate new potential vendors

Safety Compliance

• Develop and implement comprehensive health and safety plans, policies, and protocols.
• Conduct regular safety audits, inspections, and risk assessments to ensure compliance with industry, local, state, and federal guidelines.
• Serve as the primary point of contact for incident notifications and investigations. Determine causes and recommend preventive measures and corrective actions.
• Plan, implement, and conduct safety training programs for employees.
• Lead Safety Team meetings on a regular basis. Prepare and maintain notes.
• Identify best practices and continuous improvement initiatives to reduce work process risks, raise safety awareness, and improve safe work practices

Project and Budget Management

• Oversee facility-related projects, managing costs, schedules, and vendor contracts.
• Manage budgets for facility operations, maintenance, and projects.
• Prepare purchase approvals for planned and unplanned expenses; track expenses
• Review and process invoices for payment ensuring accuracy
• Coordinate and supervise external contractors for building maintenance and improvements.

Reporting and Documentation

• Maintain detailed records of safety inspection activities, reports, and correspondence.
• Prepare operating reports, project status updates, and submit reports to regulatory authorities as required.
• Maintain up to date records for all state, federal, and insurance semi-annual and annual inspections
• Maintain all OSHA logs and reports as well as all accident/incident reports. Completes timely online reporting of OSHA summary. Assist during OSHA inspections

Other

• Establish work procedures and processes that support company and departmental standards, procedures, and strategic directives
• Maintain various spreadsheets and other data records by extracting, combining, updating, and creating new spreadsheets
• Maintain files with current contracts, confidentiality agreements, insurance documentation, etc.
• Communicate, organize, and maintain confidential information and material
• Manage special projects as assigned
• Maintain an organized and secure work environment
• Support co-workers in other departments as needed
• Inform Manager of all noteworthy activities
• Follow safety guidelines and department and corporate policies and procedures

Job Knowledge,

Skills And Abilities

• Knowledge of safety concepts, practices, procedures specifically as they relate to OSHA General Industry standards in a Distribution/Sales facility
• Strong negotiation skills
• Ability to provide quality customer service to internal and external customers
• Ability to work independently with minimal supervision; be reliable and punctual
• Ability to follow standard work instructions
• Ability to multi-task, establish priorities and meet deadlines, maintain a flexible attitude and approach towards assignments, and maintain level of organization in a changing and fast paced environment
• Excellent ability to communicate in a professional manner, both oral and written
• Ability to be tactful and diplomatic in challenging situations
• Ability to comprehend a variety of instructions, both oral and written
• Ability to define problems, collect data, and establish facts. Excellent analytical skills
• Ability to add, subtract, multiply, and divide in all units of…