Facilities, Safety & Security Coordinator

POSITION SUMMARY

The Facilities, Safety & Security Coordinator runs the agency-wide safety and security program that protects CCSCC staff, clients, volunteers, and buildings. Reporting to the Director of Facilities, Safety & Security, this position owns day-to-day safety compliance, Cal/OSHA injury and illness recordkeeping, incident reporting and follow-up, emergency preparedness, physical access control, and staff safety training at every CCSCC site.

The role is hands-on and visible: this is the person staff call when something happens, the person who makes sure the drill runs, and the person who keeps the safety compliance files audit-ready.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Safety Program Administration (25%)

• Administer CCSCCs Injury and Illness Prevention Program (IIPP, 8 CCR §3203), Emergency Action Plan, Fire Prevention Plan, and Workplace Violence Prevention Plan (WVPP, Labor Code §6401.9 / SB 553; Appendix F) at every site. Review each plan annually and after any change in law, site, or operations; log review dates and revisions.
• Conduct documented health and safety self-inspections of every CCSCC site at least quarterly, plus unannounced spot checks, to meet CARF Section 1.H requirements. Record hazards with location, photo, risk level, assigned owner, and due date; verify corrective actions within 30 days or escalate to the Director.
• Maintain building safety and security compliance files for each site, including annual fire clearances, fire extinguisher inspections, fire alarm and sprinkler reports, AED and first-aid kit checks, Safety Data Sheet (SDS) binders, evacuation maps, and required Cal/OSHA and labor-law postings.
• Serve as the primary agency contact for Cal/OSHA inspectors, fire marshals, insurance loss-control representatives, CARF surveyors, and licensing or funder site visits. Produce requested documentation within established timelines and no later than 48 hours when no deadline is specified.
• Chair the agency Safety Committee at least quarterly, including agenda preparation, meeting minutes, action-item tracking, and reporting incident metrics and outstanding issues to the Director.

Security Operations (25%)

• Coordinate daily security coverage across CCSCC sites with on-site security officers. Maintain post orders, patrol schedules, and opening and closing procedures.
• Administer video surveillance, intercom, and access-control platforms, including user account management, system health monitoring, and video-retention compliance.
• Manage key fob and physical key assignments, maintain master key and credential logs, conduct quarterly audits, and coordinate re-keying or credential deactivation when necessary.
• Manage the agency Safety & Security email inbox, ensuring timely acknowledgment, routing, tracking, and resolution of requests.
• Retrieve, preserve, and release video footage for incidents, HR investigations, and law enforcement requests in accordance with agency protocols.
• Assess site security vulnerabilities, recommend security improvements, and support Nonprofit Security Grant Program (NSGP/CSNSGP) applications and documentation.
• Coordinate with law enforcement agencies, monitoring vendors, and security contractors. Review performance and validate invoices prior to approval.
• Manage trespass and perimeter issues, maintain authorization letters with local agencies, coordinate responses to encampments adjacent to CCSCC properties, and document enforcement activities.
• Plan and coordinate security operations for agency events, including crowd-management plans, staffing assignments, volunteer coordination, and post-event evaluations.

Incident Response, Reporting, and Cal/OSHA Recordkeeping (25%)

• Serve as the first point of contact for workplace incidents involving injuries, threats, altercations, property damage, vehicle accidents, and near misses.
• Ensure timely submission, review, and routing of Incident Reports and Vehicle Accident Reports.
• Maintain Cal/OSHA injury and illness records, including OSHA Forms 300, 300A, and 301, in compliance with applicable regulations.
• Prepare annual OSHA 300A summaries, obtain executive certification, manage required posting requirements, and complete electronic submissions when applicable.
• Maintain required OSHA records and provide access to employees and authorized representatives in accordance with legal requirements.
• Report work-related fatalities, serious injuries, illnesses, or exposures to Cal/OSHA within required reporting timelines.
• Lead root-cause investigations and corrective-action planning for workplace injuries, significant incidents, and property damage events.
• Prepare workers compensation reporting documentation, including DWC-1 claim forms and Employers Reports of Occupational Injury (Form 5020), in partnership with Human Resources.
• Participate in threat-assessment activities with HR and agency leadership, including documentation, risk assessment, and workplace violence prevention measures.
• Coordinate general liability and property claims with insurance carriers and Finance, ensuring timely collection of supporting documentation.
• Maintain incident-tracking systems and provide monthly incident summary reports to the Director.

Training and Emergency Preparedness (15%)

• Deliver safety orientation for new employees and annual refresher training covering IIPP, WVPP, fire safety, evacuation procedures, active-threat response, de-escalation, and ergonomics.
• Serve as the agency CPR/First Aid/AED instructor or obtain certification within required timelines.
• Plan, conduct, document, and evaluate emergency drills across all CCSCC sites and shifts in compliance with CARF and regulatory requirements.
• Maintain emergency contact trees, site emergency binders, and emergency response kits.
• Provide safety orientation for volunteers and contractors and maintain documentation of completed training.
• Administer the agency emergency mass-notification system and support business continuity planning and exercises.

Facilities Support, Fleet, and Administration (10%)

• Respond to after-hours alarm and security callouts on a rotating basis and maintain knowledge of site emergency systems and utility controls.
• Triage safety- and security-related work orders and verify timely completion of life-safety-related repairs.
• Oversee vehicle safety compliance, including driver eligibility verification, DMV Employer Pull Notice participation, inspection logs, accident follow-up, and vehicle assignments.
• Track safety and security budgets, purchase orders, and vendor certificates of insurance.
• Maintain Safety & Security intranet pages and publish agency safety alerts and bulletins as needed.

SUMMARY OF OTHER JOB DUTIES

Perform other duties as assigned by the Director of Facilities, Safety & Security.

QUALIFICATIONS

Required Qualifications

• High school diploma or an equivalent combination of education and experience.
• Three to five years of progressive experience in workplace safety, physical security, or emergency management, including at least two years coordinating programs across multiple sites.
• Working knowledge of Cal/OSHA regulations, including IIPP requirements, Workplace Violence Prevention Plan requirements, OSHA recordkeeping requirements, and California fire and life-safety codes.
• Demonstrated experience maintaining OSHA 300 logs and preparing OSHA 300A annual summaries, or ability to demonstrate competency within 90 days of hire.
• Ability to obtain CPR/First Aid/AED Instructor certification through the American Heart Association or American Red Cross within six months of hire.
• Experience writing incident reports, conducting root-cause analyses, and developing corrective-action plans.
• Hands-on experience administering cloud-based video surveillance and access-control systems.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, Excel, and Word.
• Valid California drivers license, clean driving record, reliable transportation, and ability to travel regularly between CCSCC sites.

Preferred Qualifications

• Bachelors degree in a related field.
• OSHA 30-Hour General Industry certification, ASP/CSP, Certified Protection Professional (CPP), or Physical Security Professional (PSP).
• FEMA ICS-100, ICS-200, and IS-700 certifications.
• Experience working within nonprofit, social services, healthcare, or school environments serving vulnerable populations.
• Experience supporting NSGP/CSNSGP grant applications and security assessments.
• Bilingual English/Spanish or English/Vietnamese.

Knowledge, Skills, and Abilities

• Ability to remain composed and decisive during emergencies and incidents.
• Strong attention to detail and commitment to accurate documentation.
• Professional communication and relationship-building skills.
• Ability to work independently and manage a multi-site workload.
• Commitment to trauma-informed service and CCSCCs mission and values.

PHYSICAL REQUIREMENTS

• Split between office work and field work at CCSCC sites throughout Santa Clara County.
• Regular walking of facilities, parking lots, stairwells, and rooftops; climbing ladders; and working outdoors in varying weather conditions.
• Ability to lift and carry up to 50 pounds.
• Potential exposure to distressed or aggressive individuals and bodily fluids when providing first aid.
• Availability for after-hours emergency response on a rotating basis.

OTHER REQUIREMENTS

• Successful completion of a criminal background check, including Live Scan fingerprinting.
• Must be insurable under the agencys automobile insurance policy.

HOURS AND OTHER CONDITIONS

Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional early-morning, evening, and weekend hours may be required for drills, incidents, inspections, and emergency response activities. Overtime must be approved in advance by the Director.