Office & Facilities Coordinator

Job Description

Job Description

Office & Facilities Coordinator 
Reports To: Manager of Operational Services & Facilities 
Full-Time & In-Person; Ability to drive to multiple locations  

Position Summary:
The Office & Facilities Coordinator provides hands-on operational and facilities support to help maintain safe, organized, well-supplied, and functional MFM Health offices. Reporting to the Manager of Operational Services & Facilities, this role serves as an on-site resource for employees and providers, supports day-to-day building and vendor needs, and assists with medical, linen, and office supply inventory processes. The Coordinator works primarily from the Manchester or Middleton office based on operational needs and helps ensure issues are identified, routed, and followed through to completion.

What We Offer:

• Enhanced Benefits Package: Enjoy a comprehensive benefits package that includes
  discretionary paid time off to ensure a healthy work-life balance and a 401(k) plan with employer match.
• Professional Growth Environment: At MFM Health, we are committed to your professional development. We offer continuous opportunities for learning and career advancement in a supportive and collaborative environment.

Essential Duties & Responsibilities:
Office & Operational Support

• Provide on-site operational support at the Manchester or Middleton office based on organizational needs.
• Serve as an accessible on-site resource for employees and providers with immediate office, operational, or facility needs, resolving routine matters when appropriate and escalating issues as needed.
• Develop working knowledge of each assigned building, including basic facility operations, vendors, utilities, access procedures, and building-specific needs.
• Monitor the overall condition, cleanliness, organization, and presentation of office spaces, including exterior areas as appropriate.
• Help ensure common areas, supply areas, and other shared spaces remain organized, functional, and presentable.
• Monitor for immediate operational or facility issues throughout the day and communicate concerns promptly.
• Maintain the front desk cash envelope and related established processes.

Facilities & Vendor Coordination

• Work closely with the Manager of Operational Services & Facilities to identify and communicate routine building issues, repairs, and service needs, and coordinate with MFM Health Maintenance or outside vendors as directed.
• Coordinate with the Manager of Operational Services & Facilities regarding deliveries, service calls, contractors, and vendor visits, supporting scheduling and on-site coordination as directed.
• Follow up on open facility and service items in coordination with the Manager of Operational Services & Facilities to help ensure work is completed and outstanding needs are communicated.
• Support appropriate office and building-related needs for tenants or renters at the Middleton location in coordination with the Manager of Operational Services & Facilities.

Inventory & Supply Support

• Assist with implementation and ongoing use of the Hybrent medical supply inventory program.
• Receive packages and deliveries and ensure they are properly distributed to the appropriate departments or recipients.
• Maintain and stock overflow medical supply areas.
• Monitor inventory levels in primary medical supply areas and identify items requiring replenishment.
• Monitor linen inventory and assist with weekly ordering.
• Monitor office supply inventory and assist with ordering and replenishment.
• Help maintain organized supply areas and support accurate inventory tracking and established supply processes.

Cross-Functional Support

• Partner closely with the Manager of Operational Services & Facilities to support day-to-day operational priorities and communicate emerging facility or supply needs.
• Work collaboratively with clinical, administrative, maintenance, and other operational teams to support a consistent and functional office environment.
• Assist with other operational services and facilities-related tasks and projects as assigned.

Qualifications:

• High school diploma or equivalent required; additional education in business, healthcare administration, facilities management, or a related field preferred. 
• 3 years of healthcare operations, facilities management, or supply chain experience. Prior experience in office coordination, healthcare operations, facilities support, inventory management, or a similar operational role preferred.
• Experience coordinating with vendors, service providers, or maintenance teams preferred.
• Strong organizational skills with the ability to manage multiple day-to-day priorities and follow tasks through to completion.
• Strong communication and interpersonal skills with a service-oriented approach to supporting employees, providers, vendors, and other stakeholders.
• Comfort using basic office technology and inventory or operational systems; ability to learn Hybrent and other MFM Health systems.
• Sound judgment and ability to recognize when an issue can be handled independently versus when escalation is appropriate.

Pay Range: $25 - $30/hr; commensurate with experience

Core Competencies:

• Office and facilities coordination
• Inventory and supply organization
• Vendor and service coordination
• Operational follow-through and responsiveness
• Organization and attention to detail
• Problem solving and appropriate escalation
• Cross-functional collaboration and customer service

Working Conditions:

• Healthcare practice and office environment with regular on-site presence required.
• Work location may vary between Manchester and Middleton based on operational needs.
• Role involves routine movement throughout office and clinical support areas and interaction with employees, providers, vendors, contractors, and delivery personnel.
• May require occasional schedule flexibility to support deliveries, service calls, facility needs, or other operational priorities.

About MFM Health
Our mission at MFM Health is to Make Lives Meaningfully Better. We are continually expanding our practice to provide quality, comprehensive, and compassionate care to patients on the North Shore and beyond. We are committed to hiring passionate individuals who are motivated to succeed in a collaborative, patient-centric culture. We pride ourselves on our commitment to excellence, offering services 365 days a year, drive-thru healthcare, and on-site specialty teams and ancillary services.

At MFM Health, we offer excellent benefits, top-notch training, and a vibrant work environment. We believe in celebrating our employees’ successes and regularly gather for company-wide parties and events to foster strong team connections. Join us as we continue to grow, investing in our people, programs, and technology to deliver legendary patient service and further our reputation as the provider, practice, and employer of choice!

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