Portfolio Building Coordinator

FAC MGT SPEC 1 CX (004481)

UCPath Position ID: TBD_189736

Position Description History/Status

Approved Date:

9/9/2025 8:51:49 PM

Date Last Edited:

9/9/2025 8:51:47 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6455D

Division:

REAL ESTATE SERVICES

Department:

318900 - UCLA ASSET MANAGEMENT

Position Details

UCPath Position Number:

TBD_189736

Position Description ID

244551

UC Payroll Title:

FAC MGT SPEC 1 CX (004481)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40885081

Reports to Payroll Title:

FAC MGT SPEC 3

UCPath Department Head Position Number:

40194410

Department Head Payroll Title:

Real Estate Manager 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of the Operations Manager, the Building Safety Coordinator is responsible for security and safety at assigned building(s), including development and implementation of a security and safety plan in accordance with UCLA operating policies, procedures, and standards. Major duties include supervising and scheduling the guard force for regular building operations and special events; coordinating building evacuation drills; generation of daily activity logs and incident reports; monitoring building surveillance and access control systems; reading and operating fire alarm panel systems; assisting management, tenants, and contractors with elevator access; coordinating loading dock operations; assisting parkers with exiting the property; as well as executing other functions and responsibilities as assigned by the Operations Manager.  Incumbent is well versed in understanding and communicating safety and security best practices and accepted standards to building management, staff, tenants, patients, and visitors. This position must maintain constructive relationships with a variety of campus partners, local and regional law enforcement, and external security experts.

The UCLA Asset Management Department provides full-service property management for University-owned high-rise office buildings in Westwood (eight buildings containing 2M SF, occupied by 150 primarily University tenants and generating $30M of rental income), and limited-service property management to 90 other University owned properties. Departmental services managed by UCLA employees include: management of day-to-day activities (building operations, repairs and maintenance, janitorial, security, safety, parking operations, and tenant relations); financial management (rent collection, accounting, budgeting, property tax administration, real estate valuations); leasing and lease administration; construction management (tenant improvements, major maintenance and capital improvements); and contracts management (construction contracts and professional services agreements).

Security Personnel Schedule and Supervision

A1. Scheduling: Provide oversight of operational matters for 5-12 direct reports. Responsible for the complex and changing 24x7 schedule of on-site guard force, including heavy communication with guard force (via email, phone, and in-person) related to scheduling, availability, confirmation, etc. Supervisory duties will include managing assignments and workflow; ensuring that tasks are completed in a prioritized, timely, and satisfactory manner; providing leadership, direction, and guidance to staff to ensure productivity and a high-level of security, safety, and customer service to building staff, tenants, and visitors. A2. Coverage: Responsible for staffing all guard shifts and working any shifts needed to provide coverage when scheduled personnel do not arrive.. A3. Supervision: Responsible for on-site management of guard force, verification of timecards, managing attendance records, processing time-off requests, expense reports, etc. A4. Performance Evaluations: Provide performance feedback and assist department management in preparing annual and quarterly evaluations of guard force direct reports. A5. Timekeeping: Supervise individual guards in correctly maintaining their timecards, review guard attendance records, and monitor guard disciplinary actions, and vacation and sick leave accruals, etc. A6. Uniforms and Work Areas: Oversee the guard office (if applicable), security console, guard uniforms, etc.

35%

Building Safety Coordination

B1. Procedure Knowledge: Develop strong working knowledge of UCLA and Asset Management's security and safety procedures. B2. Daily Briefings: Conduct daily security briefings with guard force on all shifts, sharing intelligence from external contacts and relevant building program information regular operations, special events, etc.). B3. Daily Activity Reports (DARs): Review DARs prepared by guard force prior to timely submittal to Property Manager. B4. Emergency & Incident Response: Evaluate emergency situations within and on premises and initiate appropriate action including supervising the evacuation of the building, conducting search and rescue operations, and notification of building management and appropriate insurance professionals. Respond to non-emergency situations, including security incidents and on-site injuries, following all appropriate incident response protocols. B5. External Liaison: Establish contacts with federal, state, local and UC enforcement agencies, emergency services and other external resources to facilitate timely mitigation of potential threats. Work with internal and external resources to plan for and drill responses to possible threat situations. B6. Patrol: Regularly and proactively patrol premises, including but not limited to lobby, parking areas, office areas, loading dock, and property exterior. B7. Exterior Inspection: Perform routine inspections of outdoor lighting, fencing, shrubbery, door hardware, walkways surrounding the building, and provide inspection reports to the Property Manager.  B8. Vigilant: Be vigilant of and proactively check for any real and potential threats and hazards, including but not limited to fire, vandalism, suspicious activities, and safety. B9. Loading Dock: Responsible for operational oversight of the loading dock, including development and implementation of procedures for shared use of loading dock and coordination of vendor deliveries, tenant move- ins and move-outs, etc. Document and maintain the loading dock procedures manual. B10. Freight Elevator: Responsible for operational oversight and coordination of shared use of the freight elevator between vendor deliveries, tenant move-ins and move-outs, as well as other approved users.

25%

Safety Systems Inspection and Monitoring

C1. Equipment: Ensure that all security-related equipment (Fire Control Panel, Emergency Exit Controls, Access Controls, First Aid Cabinets, Emergency Preparedness Kits, etc.) and building communications equipment (telephones, radios, emergency batteries, etc.) are in proper working order and coordinate with Engineering and/or vendors to ensure that repairs are completed in a timely manner. C2. Inspections: Conduct daily equipment inspections of all security cameras, CCTV system, emergency telephones, access control systems, and parking garage equipment.  Periodically inspect portable firefighting equipment in accordance with UCLA and Asset Management security and safety procedures. Conduct daily inspections of loading dock and dock-related security and safety equipment. C3. Monitoring: Monitor Fire Alarm Panel system and notify Engineering of all panel trouble and alarm notifications; immediately thereafter, notify building management. Set building on test when requested by Engineering. Receive calls from alarm monitoring vendor and notify appropriate parties in the event of an emergency. Appropriately utilize building public address system to notify tenants of emergency or required evacuation.  C4. Video Extraction: Review security camera footage, extract video and images for incident reporting purposes. C5. Access Control: Add, modify, and remove access control privileges for employees of building tenants as directed. Troubleshoot and coordinate with Bruin Card Helpdesk to resolve access control issues. C6. Elevator Monitoring: Verify elevator entrapments, notify emergency services and building management, and follow appropriate procedures. Coordinate with janitorial team for elevator cleaning related access. Report elevator malfunction issues to building management and UCLA Facilities Managements' online trouble call desk.

20%

Adminstration

D1. Policy Documents: Produce security and safety documents and paperwork accurately and legibly following established policies and guidelines. D2. Daily Activity Reports: Review and maintain Daily Activity Reports (DARs) accurately and legibly.  Incident Reports: In the event of an emergency or incident, prepare and submit required incident reports accurately and legibly within established timelines. Security Software: Enter reports, incidents, and supporting evidence into department security software in a timely manner. D5. Calendar: Update and verify vendor/visitor security calendar. D6. Budget: Initiate purchases of safety and security supplies within budget constraints. Obtain Operation Manager's approval for unbudgeted purchases. Ensure that AM procedures are followed for purchasing, receiving, storage and inventory control of supplies. Process vendor invoices in accordance with AM procedures. Contribute to annual budget process.  D7. Informed: Remain current on all information disseminated to the security team.

15%

Other

E1. Streamlining: Focus on the practice of continuous improvement: constantly think about ways to improve processes and streamline workflow and report ideas to supervisor or other Asset Management staff. Overtime: When requested and approved in advance, work overtime, including evenings and weekends, as necessary to provide coverage. E3. Other: Other tasks and special projects as assigned.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

High School Diploma

or GED or equivalent combination of education and experience

Required

3 years or more

Security related experience or equivalent

Required

Guard Card

Preferred

Minimum of three (3) years' experience managing and overseeing/supervising a diverse and changing security staff in a comparable fast-paced security operation, including scheduling and evaluating performance.

Required

Achieves and maintains a valid guard card from the California Bureau of Security and Investigation Services (BSIS).

Preferred

Excellent communication skills, including prompt and appropriate responses in urgent and unexpected situations, timely reporting of conditions and incidents, following the appropriate chain of communication, and understanding the hierarchy and protocols for decision making.

Required

Strong judgment skills, decision-making abilities, and ethical standards regarding appropriate interactions with building staff, reporting of incidents, maintaining documentation and files, and situational awareness and assessment.  Ability to consult with individuals to resolve safety and security problems and complaints, take independent action, demonstrate initiative, dependability, and good judgement in problem solving.

Required

Strong interpersonal skills, including a demonstrated ability to maintain impartial, positive, courteous, and professional demeanor in relationships with team members, building staff and management, tenants, vendors, visitors, and the public. Interpersonal skills sufficient to interact effectively and tactfully with diverse department/University personnel at various levels and with the public.

Required

Ability to discreetly and tactfully recognize and handle sensitive and confidential information.

Required

Skill in writing basic business correspondence in concise, logical and grammatically correct English to prepare written reports and other correspondence.

Required

Demonstrated working knowledge of operating and training staff on computer-based security systems, including CCTV systems, Fire Control Panels, Emergency Exit and Access Control Systems, and all building communications systems.

Required

Proficiency in general office, productivity, and computer systems, including Microsoft Office applications (i.e., Word, Excel, Outlook).

Required

Ability to physically stand and walk for extended periods of time.

Required

Ability to work a flexible schedule, including overtime and varying shifts, at varying locations, as required.

Required

General knowledge of first aid, CPR and AED, and working knowledge of portable firefighting equipment as to their use, type, class, required locations, testing methods, and general maintenance.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

10920 Wilshire Blvd. #815

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.