Facilities Manager

The Facilities Manager serves as the primary point of contact for a large, multi-site healthcare physician group across its entire portfolio of leased and owned healthcare facilities across the Charlottesville region and surrounding Central Virginia communities. The client's portfolio comprises approximately 286,000 square feet across 43 locations. This is a dedicated role — the Facilities Manager will be focused exclusively on the client portfolio and will serve as the single point of contact for all Practice Managers and facility-related needs across every location. This role is critical to the day-to-day operations, tenant satisfaction, cost management, and overall performance of the client portfolio. The Facilities Manager will work in close partnership with client leadership and practice managers and will be supported by a full team of specialists, preferred vendor relationships, and operational infrastructure. Key Responsibilities Single Point of Contact & Client Relations Serve as the sole point of contact for all Practice Managers and leadership for all facilities-related needs across every portfolio location Develop and maintain effective working relationships with client leadership, Practice Managers, tenants, vendors, and team members Attend weekly, monthly, and quarterly Practice Manager meetings as directed by the client Routinely communicate with client leadership to monitor satisfaction, address concerns, and provide portfolio updates Respond to and coordinate resolution of all after-hours emergencies — dispatching vetted vendors and keeping client leadership informed throughout Coordinate tenant move-in and move-out processes including rent start letters (as directed by the client), signage, keys, cleaning, and suite walkthroughs Develop and manage annual operating and capital budgets for each site Prepare a dedicated 5-year capital plan for each site in the portfolio Monitor and manage expenses against approved budgets; elevate variances promptly Review, code, and approve property invoices for all property-related expenses per client direction Prepare all reports requested by the client or company leadership Input and monitor new leases and lease changes into property management software Regularly bid out vendor contracts and review service agreements continually for competitiveness and service excellence Track and document all contract savings achieved through rebidding and renegotiation Negotiate and manage vendor contracts using standardized contract forms to protect the client's interests at every engagement Oversee vendor performance and enforce contract compliance across all service categories Obtain, track, and enforce current certificates of insurance from all vendors and tenants to reduce the client's liability exposure Lease Administration Review, understand, and enforce lease obligations for all managed properties Track lease expirations, notice dates, and critical lease milestones proactively Abstract leases and maintain accurate lease records in property management software Determine landlord vs. tenant responsibility for maintenance and repair items based on lease terms Property Inspections & Maintenance Oversight Conduct regular site visits and inspections of all managed properties, with a minimum visit to each facility and tenant at least every other month Inspect and document property conditions including janitorial quality, curb appeal, interior aesthetics, common area standards, signage, and overall tenant experience Work in coordination with engineering team to develop and oversee a comprehensive preventative maintenance program for each asset Enter and monitor work orders in the Prism work order system; ensure timely completion and follow-through Maintain and update building safety and evacuation procedures; educate tenants and Practice Managers and perform drills as required Maintain property keys and access card systems as directed by the client Inspect and manage vacant areas; recommend and initiate action to improve marketability as needed Maintain an updated vacancy list for the portfolio Effectively communicate property and project updates to client leadership in both written and verbal form Maintain open and frequent communication with all tenants and Practice Managers across the portfolio Assist in facilities coordination for any new assets added to the client portfolio Maintain emergency contact lists for all tenants and vendors; keep up to date at all times Maintain current contracts for all non-recurring projects and service agreements Qualifications Bachelor's degree and real estate license (or willing to obtain it). Five (5)+ years of facilities or property management, or building operations experience within commercial real estate, medical office, healthcare, or institutional environments. Demonstrated ability to serve as single point of contact across a multi-site portfolio. Experience managing vendors, maintenance teams, operating budgets, and capital improvement projects. Strong financial acumen including budget preparation, expense management and variance analysis. Strong leadership, organizational, communication, and customer service skills with proficiency in CMMS/work order systems and Microsoft Office. #J-18808-Ljbffr