Facility Manager

Job Description

Job Description

ON-SITE Position

MAJOR FUNCTION
Under the supervision of the Director of Operations, Faci has charge of building maintenance programs and activities including, but not limited to painting, masonry, carpentry, plumbing, plastering, grounds keeping; in some instances, building construction responsible for related duties including, but not limited to, ESSENTIAL FUNCTIONS. The Facilities Manager is responsible for the day-to-day management, coordination, and oversight of Henry J. Austin Health Center's facilities and operational support services across all organizational locations. This position provides direct management and accountability for maintenance, security, custodial services, vendor management, inventory coordination, and general facilities operations. The Facilities Manager ensures that HJAHC facilities are safe, clean, secure, functional, compliant, and properly maintained to support high-quality patient care and a positive environment for patients, visitors, and staff. The Facilities Manager serves as the primary operational leader for the organization's physical environment and works closely with the Director of Operations to implement strategic priorities, capital projects, regulatory requirements, safety initiatives, and organizational improvements.

ESSENTIAL FUNCTIONS

Facilities Management

• Provide overall day-to-day management of HJAHC facilities and physical infrastructure.
• Ensure all locations are maintained in a safe, clean, functional, and professional condition.
• Conduct regular facility inspections and identify maintenance, safety, security, and environmental concerns.
• Establish priorities for repairs, preventative maintenance, and facility improvements.
• Monitor work orders and ensure timely completion of maintenance requests.
• Ensure appropriate documentation of facility inspections, repairs, preventative maintenance, and corrective actions.
• Assist with long-term facilities planning and capital improvement initiatives.

• Establish maintenance priorities based on safety, regulatory requirements, patient care, and operational needs.
• Coordinate outside contractors when repairs exceed internal capabilities.
• Ensure preventative maintenance schedules are maintained.
• Review maintenance performance and identify opportunities for improved efficiency.
• Ensure maintenance activities comply with applicable codes, regulations, accreditation requirements, and organizational policies.

Security Operations

• Directly supervise the Lead Security Officer.
• Provide oversight of the organization's security program and security operations.
• Ensure appropriate security coverage across all HJAHC locations.
• Monitor security staffing, schedules, post assignments, training, and performance alongside the Maintenance Lead.
• Work with the Lead Security Officer to maintain consistent security practices across all locations.

Custodial Services

• Directly supervise the organization's custodial staff.
• Ensure all facilities meet established standards for cleanliness, sanitation, appearance, and environmental safety.
• Conduct routine inspections of facility cleanliness.
• Address deficiencies and ensure corrective action.
• Coordinate custodial services around construction, renovations, special events, and operational needs.
• Ensure appropriate supplies and equipment are available.
• Coordinate specialized cleaning services when necessary.

Vendor Management

• Serve as the primary operational point of contact for facilities-related vendors and contractors.
• Coordinate vendor schedules, site access, work completion, and service requirements.
• Maintain a current listing of facilities-related vendors and service agreements.
• Coordinate preventative maintenance contracts and recurring services.
• Escalate performance concerns, contract issues, and significant expenditures to the Director of Operations.
• Assist with obtaining quotes and evaluating vendors for facilities-related services.
• Ensure contractors comply with HJAHC requirements for safety, insurance, access, and conduct.

Inventory and Operational Support

• Directly supervise the Operations Specialist.
• Provide oversight of facilities-related inventory and supply management.
• Establish processes for tracking maintenance supplies, custodial supplies, equipment, tools, and other operational resources.
• Monitor inventory levels and coordinate replenishment.
• Review purchasing needs and work with the Operations Specialist to ensure appropriate supplies are available.
• Reduce unnecessary purchasing through improved inventory controls and utilization.
• Ensure inventory records are accurate and maintained.
• Support the development of standardized inventory practices across locations.

Safety, Regulatory & Accreditation Readiness

• Support organizational compliance with applicable federal, state, local, and accreditation requirements related to facilities and safety.
• Ensure facilities are prepared for regulatory and accreditation surveys.
• Coordinate corrective actions related to facilities, environment of care, safety, security, and emergency preparedness.
• Participate in Environment of Care, Safety, Emergency Management, and other applicable committees.
• Monitor required inspections, licenses, certifications, permits, and preventative maintenance activities.
• Ensure deficiencies identified through inspections, audits, or surveys are addressed timely.
• Maintain appropriate documentation for regulatory and accreditation purposes.
• Support the organization's culture of safety through education, communication, and accountability.

ADDITIONAL RESPONSIBILITIES:

• Manages staff vacation and time-off request calendars.
• Participates in the development of policies and procedures related to maintenance and safety.
• Makes a positive contribution to the morale and joy of the workplace.
• Performs other duties and assumes other responsibilities as apparent and/or as assigned by Chief Operating Officer. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

REQUIREMENTS:

EDUCATION & EXPERIENCE:

• 5+ years of progressive facilities, operations, property management, maintenance, or related experience
• Previous supervisory or management experience
• Strong vendor and contractor management skills
• Experience managing multiple priorities and/or locations
• Excellent communication and organizational skills
• Strong problem-solving and leadership abilities
• Healthcare or FQHC experience preferred
• Bachelor's degree in Facilities Management, Business, Operations, Healthcare Administration, Construction Management, or related field preferred

LICENSURE AND/OR CERTIFICATIONS: