Facilities Maintenance Coordinator

Job Description

Job Description:\n\n Position Summary The Site Service Coordinator is responsible for the oversight, coordination, maintenance, repair, and operation of Medical Associates Plus facilities and related physical assets across the organization’s locations throughout the CSRA. This position provides hands-on support and leadership for facility maintenance, repairs, preventative maintenance, site inspections, housekeeping, groundskeeping, security, building systems, and general facility operations. The Site Service Coordinator serves as a working supervisor and is responsible for managing, scheduling, directing, and evaluating assigned facilities and maintenance staff. The position coordinates internal resources and external contractors and vendors to ensure facilities remain safe, functional, clean, compliant, and operational. This position requires the ability to perform basic to intermediate handyman and maintenance work, including minor repairs and troubleshooting involving plumbing, electrical, carpentry, drywall, painting, fixtures, doors, locks, equipment, and other general building needs. The position is also responsible for coordinating permits, inspections, repairs, renovations, construction projects, and other facility-related requirements. The Administrative Services Manager will regularly travel between Medical Associates Plus locations throughout the CSRA to conduct inspections, respond to facility needs, oversee projects, perform repairs, and provide support to staff and clinic leadership. The position requires strong problem-solving skills, sound judgment, flexibility, and the ability to respond to urgent facility needs.Responsibilities and DutiesFacilities Management & Maintenance Oversee the maintenance, repair, functionality, and general condition of organizational buildings, interiors, exteriors, grounds, equipment, and related physical assets across all Medical Associates Plus locations. Conduct routine inspections of facilities to identify safety concerns, maintenance needs, repairs, damage, deficiencies, and opportunities for improvement. Perform basic to intermediate handyman and general maintenance work as needed, including minor plumbing, electrical, carpentry, drywall, painting, flooring, doors, locks, fixtures, shelving, furniture, and other facility repairs. Troubleshoot facility issues and determine whether repairs can be completed internally or require an outside vendor or licensed contractor. Coordinate and prioritize maintenance requests, work orders, repairs, and facility emergencies. Ensure timely completion of preventative maintenance on HVAC systems, plumbing, electrical systems, equipment, and other facility-related systems. Coordinate routine and emergency cleaning, maintenance, repair, and service activities. Maintain facility supply, maintenance, and repair inventories and ensure appropriate supplies, tools, and equipment are available. Manage and evaluate contracts with external vendors, contractors, maintenance providers, and service companies. Solicit bids, obtain estimates, compare costs, and make recommendations regarding facility repairs, services, and projects. Monitor vendor and contractor performance to ensure work is completed safely, timely, and according to organizational expectations. Assist with and, when appropriate, perform minor repairs rather than outsourcing work that can safely and appropriately be completed internally.Team Management & Supervision Supervise, coordinate, schedule, and direct assigned facilities, maintenance, housekeeping, grounds, or other support personnel. Assign daily work, prioritize maintenance requests, and monitor completion of assigned tasks. Provide direction, coaching, training, and performance feedback to assigned team members. Monitor staff productivity, attendance, work quality, safety practices, and compliance with established procedures. Ensure appropriate staffing and coverage for routine maintenance, emergencies, projects, and organizational needs. Assist with interviewing, selection, onboarding, training, and development of assigned facilities or support staff as requested. Promote a professional, respectful, safety-focused, and service-oriented work environment. Address performance concerns in accordance with organizational policies and escalate issues to leadership as appropriate.Permits, Inspections & Compliance Coordinate and maintain required facility permits, licenses, inspections, certifications, and related documentation. Coordinate with local jurisdictions, inspectors, contractors, vendors, and regulatory agencies regarding permits, inspections, repairs, construction, renovations, and facility requirements. Monitor expiration dates for applicable permits, inspections, certifications, and facility-related requirements. Ensure required permits are obtained before applicable construction, renovation, repair, or facility projects begin. Maintain organized and audit-ready records of permits, inspections, service agreements, maintenance records, warranties, and facility documentation. Ensure facilities are maintained in accordance with applicable federal, state, and local requirements, including OSHA, ADA, fire and life safety, building codes, and other applicable standards. Identify facility-related compliance concerns and promptly communicate significant issues to the COO or appropriate leadership.Construction, Renovation & Projects Assist with planning, budgeting, coordinating, and executing construction, renovation, remodeling, repair, and improvement projects. Coordinate contractors and vendors during facility projects and monitor work for quality, safety, timeliness, and adherence to specifications. Conduct site visits and project inspections to monitor progress and identify issues requiring correction. Assist with obtaining estimates, bids, permits, materials, and other resources necessary to complete projects. Coordinate facility preparations for new locations, relocations, expansions, renovations, and operational changes. Communicate project timelines, disruptions, and facility impacts to appropriate leadership and clinic staff. Ensure work areas are appropriately secured and safe during construction, repair, and renovation activities.Safety, Emergency Preparedness & Security Support the development, implementation, and maintenance of organizational emergency preparedness, disaster response, and recovery plans related to facilities. Assist with emergency response involving building systems, utilities, weather events, water leaks, power outages, security concerns, equipment failures, and other facility emergencies. Facilitate or coordinate staff training related to fire safety, evacuation procedures, emergency response, and facility safety as assigned. Oversee building security systems and procedures and coordinate repairs or service when needed. Assist with proper handling, storage, and disposal of hazardous materials in accordance with applicable requirements. Identify and report potential safety hazards and take appropriate corrective action. Maintain appropriate documentation related to facility safety inspections, incidents, corrective actions, and emergency preparedness.Site & Operational Support Regularly travel between Medical Associates Plus locations throughout the CSRA to conduct inspections, perform repairs, oversee projects, respond to work orders, and address facility needs. Coordinate office space, furniture, equipment placement, and other physical workspace requirements to support operational needs. Assist departments and clinic leadership with moves, office changes, room reconfigurations, equipment relocation, and other site-related needs. Manage or coordinate shipping and receiving functions as assigned. Coordinate delivery, installation, relocation, and removal of equipment, furniture, supplies, and other organizational property. Assist with maintaining appropriate facility signage, wayfinding, safety postings, and required notices. Respond to urgent facility needs that may affect patient care, employee safety, clinic operations, or business continuity. Maintain effective communication with clinic managers and staff regarding maintenance requests, repairs, projects, and expected completion timelines.Budget & Financial Support Assist with development of annual facility and maintenance budgets. Monitor facility-related expenditures and assist in identifying cost-effective solutions. Review vendor invoices, service charges, estimates, and other facility-related expenses for accuracy. Assist the Finance Department with select accounts payable functions related to facilities, maintenance, vendors, and operational services. Maintain documentation necessary to support facility-related purchases, invoices, contracts, and expenditures. Identify opportunities to reduce costs while maintaining safety, quality, compliance, and operational effectiveness.Other Responsibilities Maintain professional relationships with staff, vendors, contractors, inspectors, community partners, and other stakeholders. Respond to facility-related requests in a timely and professional manner. Maintain confidentiality of organizational information and follow all applicable organizational policies and procedures. Participate in organizational committees, meetings, training, and special projects as assigned. Perform other related duties as assigned by the COO.QualificationsKnowledge, Skills & Abilities Working knowledge of building maintenance, facility systems, HVAC, plumbing, electrical, carpentry, general repairs, and preventative maintenance. Ability to perform basic to intermediate handyman and maintenance repairs safely and effectively. Strong understanding of OSHA requirements, ADA accessibility requirements, fire and life safety standards, building codes, and other applicable federal, state, and local facility requirements. Knowledge of permits, inspections, licensing requirements, and coordination with local jurisdictions is preferred. Ability to recognize when work requires a licensed or specialized contractor and coordinate appropriate services. Demonstrated ability to supervise, lead, schedule, and coordinate a maintenance or facilities team. Strong problem-solving and troubleshooting skills. Ability to prioritize multiple work orders, emergencies, projects, and competing facility needs. Ability to read and understand estimates, invoices, service agreements, basic plans, diagrams, and equipment documentation. Ability to manage vendor relationships and evaluate contractor performance. Ability to manage budgets, evaluate cost estimates, and prioritize competing needs. Excellent written and verbal communication skills. Strong organizational, time-management, and follow-through skills. Ability to operate common hand tools, power tools, facility equipment, and computers relevant to the position. Ability to work independently while also collaborating effectively with leadership, clinic staff, vendors, and contractors. Ability to travel between Medical Associates Plus locations throughout the CSRA on a regular basis. Ability to respond to urgent facility issues and work outside normal business hours when necessary.Education High school diploma or GED required. Technical training, trade school, certifications, or equivalent combination of education and relevant experienceExperience Minimum of three (3) years of facilities management, building maintenance, property management, or related experience required. Prior experience performing handyman, maintenance, repair, or building-related work required. Prior supervisory or team leadership experience preferred. Healthcare, medical office, FQHC, or other regulated-environment experience preferred. Experience coordinating vendors, contractors, permits, inspections, construction, renovations, or facility projects preferred. Equivalent education and experience may be considered.Physical Demands Must be able to perform essential duties with or without reasonable accommodation. Frequent walking, standing, stooping, bending, kneeling, reaching, climbing, and working in various positions may be required. Ability to lift, carry, push, and pull materials, tools, equipment, and supplies weighing up to 50 pounds. Ability to safely use hand tools, power tools, ladders, and other equipment appropriate to assigned duties. Regular use of hands for handling tools, equipment, paperwork, computers, and other materials. Ability to work in indoor and outdoor environments and in varying weather conditions. Ability to travel between organizational locations throughout the CSRA. Must possess adequate vision and hearing, with or without assistive devices, to safely and effectively perform job duties.Working Conditions Work is performed across Medical Associates Plus administrative offices, health center locations, storage areas, grounds, and other organizational properties throughout the CSRA. Regular travel between sites is required. Work may involve exposure to dust, noise, construction materials, cleaning products, temperature changes, mechanical equipment, and other facility-related conditions. Interaction with employees, patients, clinic leadership, vendors, contractors, inspectors, and other external parties is frequent. May be required to work in occupied healthcare environments while minimizing disruption to patient care and clinic operations. Occasional evening, weekend, holiday, or after-hours work may be required for emergencies, repairs, inspections, projects, or special assignments. Position may require responding to urgent facility issues outside normal business hours.Disclaimer The above is intended to describe the job functions, the general supplemental functions, and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of supplemental duties, responsibilities, or non-essential requirements. Duties and responsibilities may be modified as organizational needs change. Medical Associates Plus is an Equal Opportunity Employer and does not discriminate against any employee or applicant because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, veteran status, disability, or any other federal, state, or local protected class.