Facilities Operations Manager

Facilities Operations Manager

The Facilities Operations Manager is responsible for the day-to-day maintenance, safety, cleanliness, functionality, and operational readiness of all clinic locations. This position serves as the primary point of contact for facility-related needs and partners closely with Clinic Managers, leadership, property management, vendors, contractors, and the Development Team.

The Facilities Operations Manager is expected to take ownership of facility matters from identification through resolution, proactively communicate status and potential delays, maintain effective systems for tracking work across multiple locations, and ensure clinic environments consistently support safe and efficient patient care.

Facility Maintenance & Operations

• Oversee the cleanliness, safety, functionality, organization, and overall maintenance of all clinic locations.
• Serve as the primary point of contact for facility-related requests, concerns, and emergencies.
• Coordinate and oversee repairs involving HVAC, plumbing, electrical, lighting, fixtures, furniture, and other building systems.
• Establish and maintain preventative maintenance schedules across clinic locations.
• Prioritize facility requests based on urgency, safety, operational impact, and patient-care needs.
• Maintain a centralized system for tracking facility requests, repairs, vendors, responsible parties, status, timelines, and completion.
• Ensure facility-related matters are followed through from initial identification to final resolution.
• Maintain furniture, storage areas, trash and recycling areas, common spaces, and other facility assets.
• Coordinate facility access and other building-related needs with property managers and building representatives.
• Proactively communicate significant facility issues, project status, delays, dependencies, and anticipated completion timelines to appropriate stakeholders.

Clinic Inspections & Operational Readiness

• Conduct regular site visits and facility inspections across clinic locations.
• Establish and maintain a consistent clinic walkthrough and inspection schedule.
• Utilize standardized checklists to evaluate cleanliness, maintenance, safety, organization, and overall facility conditions.
• Partner with Clinic Managers and designated onsite staff to identify and document facility concerns.
• Review walkthrough documentation, photographs, videos, and reported deficiencies and ensure appropriate follow-up through resolution.
• Identify potential facility and operational risks and take appropriate action before they negatively impact employees, patients, or care delivery.
• Maintain accurate inspection records, maintenance histories, and facility documentation.

Cleaning & Environmental Standards

• Oversee third-party cleaning and janitorial services across applicable clinic locations.
• Maintain current cleaning schedules and service expectations for each location.
• Monitor cleaning quality and address service deficiencies with vendors as necessary.
• Partner with Clinic Managers to maintain consistent organizational cleanliness and facility standards.
• Evaluate cleaning needs and recommend changes to service frequency or scope when appropriate.

Vendor & Contractor Management

• Source, coordinate, and manage third-party vendors and contractors for maintenance, repairs, cleaning, and facility improvement projects.
• Maintain effective working relationships with vendors, contractors, property managers, and building representatives.
• Obtain and evaluate competitive quotes when appropriate.
• Negotiate pricing, service terms, and agreements within established authority.
• Monitor vendor responsiveness, workmanship, service quality, and adherence to agreed-upon expectations.
• Maintain centralized vendor contact information, contracts, service schedules, warranties, and related documentation.
• Escalate significant vendor performance or contractual concerns to leadership as appropriate.

New Site Development & Clinic Openings

• Partner with the Development Team and operational leadership to support new clinic openings, relocations, expansions, and renovations.
• Coordinate facility setup and operational-readiness activities for new locations.
• Assist with vendor coordination, furniture, equipment placement, signage, access, cleaning, and other facility-related opening requirements.
• Conduct readiness inspections prior to opening.
• Verify that new locations meet organizational, operational, and brand standards.
• Identify and coordinate resolution of post-opening facility needs.

Communication & Accountability

• Provide timely and proactive updates regarding significant facility matters, projects, outstanding items, and anticipated completion dates.
• Communicate potential delays or barriers before established deadlines whenever reasonably possible.
• Follow up with vendors, property managers, clinic personnel, and other stakeholders when information or action remains outstanding.
• Escalate unresolved issues appropriately when additional support or intervention is required.
• Maintain visibility into facility conditions and priorities across all clinic locations.
• Ensure assigned projects are carried through implementation and completion, including appropriate communication and ongoing maintenance when applicable.

Qualifications & Experience

• 3+ years of facilities management, facilities operations, property operations, or related experience.
• Multi-site facilities experience strongly preferred.
• Healthcare, medical office, dental, or similar regulated-environment experience preferred.
• Demonstrated ability to independently manage multiple concurrent facility requests, projects, vendors, and deadlines.
• Experience coordinating maintenance involving HVAC, plumbing, electrical, janitorial, and general building systems.
• Strong vendor-management and contract-negotiation skills.
• Experience with preventative maintenance programs, work-order tracking, or facilities management systems preferred.
• Working knowledge of applicable workplace and facility safety requirements, including OSHA and ADA considerations.
• Strong organizational, prioritization, problem-solving, and project-management skills.
• Demonstrated ownership, follow-through, and ability to proactively communicate status and escalate barriers.
• Strong written and verbal communication skills.
• Ability to work independently while effectively partnering with clinic leadership and other departments.
• Ability to respond appropriately to urgent and unexpected facility needs.
• Ability to travel regularly between clinic locations.
• Bilingual English/Spanish is a plus but not required.

Physical Demands

The physical demands described below are representative of those required to perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

The employee may be required to:

• Sit, stand, and walk for varying periods throughout the workday.
• Regularly use hands and fingers for computer and administrative work.
• Walk through clinic and facility environments while conducting inspections.
• Occasionally bend, reach, push, pull, or otherwise access areas requiring facility inspection.
• Occasionally lift and/or carry up to 20 pounds.
• Drive and travel between clinic locations and other business locations as needed.