Facilities Coordinator

Job Description

Job Description

Schedule

Monday - Friday from 8:00am - 4:30pm

Position Summary

The Facilities Coordinator is responsible for supporting the daily operations, maintenance, safety, and functionality of all assigned clinic locations. This position serves as the primary point of contact for facility-related issues, coordinating repairs, maintenance services, inventory management, vendor communications, and operational support. The Facilities Coordinator works closely with clinic leadership, staff, contractors, and vendors to ensure clinics remain safe, well-maintained, adequately supplied, and operationally efficient.

Essential Duties and Responsibilities

Facility Operations and Maintenance

· Serve as the central point of contact for all facility-related concerns, including repairs, maintenance requests, equipment issues, and operational support.

· Coordinate, submit, track, and follow up on maintenance work orders to ensure timely completion and resolution.

· Conduct routine inspections of assigned clinic locations to identify facility concerns and ensure operational readiness.

· Monitor facility conditions and proactively address maintenance and repair needs.

· Assist with emergency facility situations and coordinate appropriate corrective actions.

Vendor and Contractor Coordination

· Communicate effectively with external vendors, maintenance companies, contractors, delivery services, and service providers.

· Schedule and coordinate facility repairs, preventative maintenance, and service appointments.

· Obtain quotes, monitor service quality, and ensure work is completed according to organizational standards.

· Maintain professional relationships with vendors and suppliers.

Inventory and Supply Management

· Maintain accurate inventory records for office, cleaning, and facility-related supplies.

· Monitor stock levels and ensure clinics remain adequately supplied.

· Coordinate supply distribution among clinic locations as needed.

· Order supplies in a timely and cost-effective manner while maintaining organizational budgets and needs.

· Verify receipt of orders and resolve discrepancies with vendors.

Documentation and Recordkeeping

· Maintain organized facility records, work orders, invoices, packing slips, maintenance logs, and site-specific documentation.

· Ensure clinic binders, compliance records, and operational documentation remain current and accessible.

· Track facility expenses and maintain supporting documentation for management review.

· Assist with preparing reports related to facility operations and inventory management.

Clinic Support and Communication

· Respond promptly and professionally to facility-related requests from clinic leadership and staff.

· Provide regular updates regarding maintenance timelines, project status, and operational concerns.

· Collaborate with clinic managers and department leaders to address facility needs and enhance clinic operations.

· Maintain a high level of customer service when interacting with employees, leadership, patients, vendors, and contractors.

Administrative Support

· Utilize Microsoft Excel, email, and online work-order systems to manage assignments, inventory, and facility operations.

· Prepare and maintain training binders, signage, operational materials, and facility-related documentation.

· Support cross-departmental projects and organizational initiatives as assigned.

· Maintain accurate records and reports with strong attention to detail.

Required Skills and Competencies

· Strong organizational and time management skills.

· Excellent verbal and written communication skills.

· Ability to prioritize multiple tasks and meet deadlines.

· Strong customer service and interpersonal skills.

· Attention to detail and accuracy.

· Problem-solving and critical-thinking abilities.

· Ability to work independently with minimal supervision.

· Ability to collaborate effectively with multiple departments.

· Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

· Experience using work-order management systems and online administrative platforms preferred.

Qualifications

· High school diploma or equivalent required.

· Previous experience in facilities coordination, office administration, operations support, inventory management, or a related role preferred.

· Valid driver's license and ability to travel between clinic locations as needed.

Physical Requirements

· Ability to lift and move supplies and materials up to 25 pounds.

· Ability to stand, walk, bend, and perform facility inspections.

· Ability to work in both office and clinic environments.

Performance Expectations

The Facilities Coordinator is expected to consistently demonstrate:

· Professionalism, reliability, and accountability.

· Effective communication and customer service.

· Strong attendance and punctuality.

· High-quality work and attention to detail.

· Initiative and independent decision-making.

· Efficient management of facility operations and resources.

· Commitment to maintaining safe, organized, and compliant clinic environments

American Health Services LLC, Our substance use disorder treatment organization is committed to providing integrated medical and addiction treatment services to improve quality of life, instill hope, and help all individuals reach their full potential.

Company Description

American Health Services LLC, Our substance use disorder treatment organization is committed to providing integrated medical and addiction treatment services to improve quality of life, instill hope, and help all individuals reach their full potential.