Facilities Manager

ABOUT THE ROLE

The Facilities Manager is responsible for the technical and operational oversight of facilities across WellMed Optum Florida’s clinic portfolio, with a primary focus on ensuring safe, reliable, compliant, and well-maintained environments for patients and employees.

Initially, this role will provide hands-on oversight of the organization’s integrated facilities management partner while developing a detailed understanding of each clinic, its building systems, recurring issues, vendors, work orders, and facility needs. The Facilities Manager will be highly engaged in day-to-day operations, including visiting clinics, evaluating technical issues, managing escalations, reviewing service performance, and ensuring each location receives appropriate attention and timely resolution.

Over time, the Facilities Manager will help determine which services should remain outsourced and which can be more effectively managed internally. This includes developing internal processes, selecting and implementing facility-management systems, establishing vendor relationships, creating standards and procedures, and ultimately helping build an internal facilities organization.

WHAT YOU’LL DO

Integrated Facilities Management & Service Delivery

- Provide day-to-day oversight of the integrated facilities management partner and ensure contractual services are delivered consistently across the clinic portfolio.

- Develop a detailed understanding of the IFM contract, scope, staffing model, responsibilities, pricing, service levels, and performance requirements.

- Maintain direct access and visibility into the IFM work order and ticketing system.

- Monitor work order volume, aging, response and resolution times, SLA performance, recurring issues, escalations, and clinic satisfaction.

- Ensure clinics receive appropriate individual attention and that facility issues are resolved effectively and completely.

- Regularly evaluate the IFM scope to identify services that could be managed more efficiently or effectively internally.

- Establish KPIs, reporting, governance, and regular performance reviews for the IFM program.

Technical Facilities Management

- Serve as the primary internal technical resource for facility-related issues across the clinic portfolio.

- Visit clinics as needed to evaluate conditions, troubleshoot issues, assess vendor recommendations, and ensure appropriate corrective action.

- Develop a working knowledge of major building systems across the portfolio, including HVAC, electrical, plumbing, roofing, life safety, building controls, generators, and other critical infrastructure.

- Develop visibility into recurring or problematic building systems, including equipment condition, maintenance history, failures, repairs, replacement needs, and lifecycle planning.

- Review preventive maintenance programs and identify opportunities to address facility issues proactively rather than reactively.

- Evaluate technical recommendations, scopes of work, proposals, and vendor solutions to ensure they are appropriate and cost-effective.

Facility Risk & Issue Management

- Coordinate the facilities response to building conditions, infrastructure failures, water intrusion, indoor environmental concerns, and other issues that could affect clinic operations.

- Maintain appropriate oversight of assessments, corrective actions, vendor activities, schedules, documentation, and closeout.

- Coordinate with landlords, consultants, contractors, clinic leadership, risk teams, and other stakeholders as appropriate.

- Work to identify root causes and ensure corrective actions address underlying facility conditions.

- Track recurring conditions and incorporate lessons learned into preventive maintenance and facility standards across the portfolio.

Clinic Assessments & Preventive Strategy

- Conduct regular clinic visits and facility assessments to understand conditions and identify emerging needs.

- Establish consistent facility-condition standards and assessment processes across the portfolio.

- Identify deferred maintenance, equipment nearing end of life, recurring service issues, and potential operational risks.

- Develop preventive and lifecycle maintenance strategies for major building systems.

- Support capital planning and prioritization based on condition, risk, operational impact, and cost.

Vendor Management & Internalization Strategy

- Develop a strong understanding of the existing facilities vendor network, scopes, pricing, performance, and geographic coverage.

- Evaluate where direct vendor relationships or internal resources may provide better service, accountability, responsiveness, or cost efficiency.

- Participate in vendor sourcing, selection, contracting, negotiation, and performance management.

- Develop a deliberate strategy for bringing appropriate facilities-management functions in-house over time.

- Establish internal capabilities without compromising clinic operations, patient experience, regulatory requirements, or business continuity.

- As the internal facilities function grows, help define staffing requirements, recruit team members, establish responsibilities, and manage the facilities organization.

Facilities Systems, Standards & Procedures

- Evaluate and ultimately help select a work order/CMMS platform that integrates effectively with organizational systems and provides appropriate visibility, reporting, and controls.

- Develop standardized facilities policies, procedures, and operating standards for clinics.

- Establish preventive maintenance standards, escalation procedures, vendor protocols, documentation requirements, and service expectations.

- Create dashboards and reporting that provide visibility into work orders, SLAs, costs, recurring issues, asset performance, and vendor performance.

- Develop and maintain facility and major equipment inventories to support maintenance and capital planning.

Emergency Preparedness & Business Continuity

- Support development and maintenance of facility-specific emergency response and business continuity plans.

- Establish procedures for facility emergencies, including power loss, HVAC failure, water intrusion, severe weather, life-safety issues, and other events that could disrupt clinic operations.

- Coordinate with clinic leadership, security, IT, operations, landlords, vendors, and other internal teams during facility emergencies.

- Participate in post-event reviews and implement appropriate corrective actions and process improvements.

Cross-Functional Partnership

- Work closely with the Manager, Real Estate & Workplace Operations on portfolio administration, landlord coordination, reporting, documentation, and operational follow-through.

- Partner with the Construction Project Manager – Special Projects on renovations, equipment replacements, infrastructure upgrades, and capital improvements.

- Provide technical facilities input during construction planning, project turnover, clinic openings, relocations, consolidations, and closures.

- Participate in project turnover to ensure new or renovated spaces transition appropriately from construction into ongoing facilities operations.

- Coordinate with clinic operations, IT, security, real estate, construction, landlords, consultants, and vendors to resolve issues with minimal disruption to patients and employees.

WHAT YOU’LL BRING

Required Qualifications

- 7+ years of progressive facilities management experience supporting a multi-site portfolio.

- Strong technical knowledge of commercial building systems, particularly HVAC, electrical, plumbing, life safety, and building controls.

- Experience managing outsourced or integrated facilities management providers and service contracts.

- Strong understanding of preventive maintenance, work order management, SLAs, vendor management, and facility performance metrics.

- Experience evaluating scopes of work, vendor proposals, service contracts, and technical recommendations.

- Experience with CMMS/work order platforms and facility-management technology.

- Knowledge of emergency response, business continuity, and facility risk management.

- Ability and willingness to travel regularly throughout the Florida clinic portfolio.

Preferred Qualifications

- Healthcare or other highly regulated, operationally sensitive multi-site experience.

WellMed Optum Florida is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

WellMed Optum Florida is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state laws. Applicants who require accommodation should contact Human Resources.