Facilities Manager

Job Description

Job Description

Description:

The Facilities Manager is responsible for overseeing day-to-day facilities operations across a multi-site healthcare and nonprofit portfolio. This role directly supervises maintenance technicians and ensures that all assigned properties are maintained in a safe, compliant, and operationally sound condition to support uninterrupted programmatic services. The Facilities Manager serves as a subject matter expert for building MEP systems, life safety, balancing in-house maintenance functions with vendor oversight to protect organizational assets, reduce risk, and support the organization’s mission.

Facilities Operations & Maintenance

• Directs, implements and/or oversees preventive, corrective, and emergency maintenance across multiple healthcare and nonprofit facilities.
• Creates staffing plans, directly supervise maintenance technicians including scheduling, daily work assignments, training, performance management and setting and overseeing priorities
• Manage workforce planning to ensure adequate coverage across a geographically dispersed portfolio.
• Weekly review of all outstanding work order tickets to ensure work is being assigned and completed in a timely manner
• Ensure staff adhere to safety protocols, infection control requirements, and standard operating procedures.
• Facilitates & administers facilities management & operations policies, processes & procedures.
• Provide hands-on technical support and mentorship to maintenance staff as needed.
• Ensure continuous operation of critical building systems including HVAC, electrical, plumbing, medical support infrastructure (including log trackers for medical refrigeration), fire/life safety, and security systems.
• Conduct routine site inspections to identify deficiencies, deferred maintenance, and risk exposure.
• Coordinate rapid response to facilities issues that could impact client care, staff safety, or program delivery.
• Ensure response to work orders and service requests in a time manner, prioritizing tasks based on operational and safety needs.
• Perform routine maintenance, repairs and minor renovations
• Implements technology solutions (work order system, BAS systems, CCTV, card access overseeing implementation ensuring work meets established SLA’s
• Directs capital improvements
• Manages space requests for new staff including relocations and reporting space changes.
• Manages completion of Landlord work ensuring lease requirements are met
• Manages moves, relocations and decommissioning
• Responds to emerging facility and emergency issues
• Manages physical security including card access and security systems, ensuring uninterrupted service and proper staff and client access
• Respond to after-hours emergency calls from property managers and programs.
• Manages and oversees any assigned vehicle fleet, including vehicle assignments, usage tracking, maintenance coordination, compliance with organizational policies, and timely reporting of issues or incidents.

Healthcare Compliance & Risk Management

• Support compliance with healthcare-related regulatory requirements and standards, including life safety, environmental health, and emergency preparedness.
• Participate in inspections, audits, and surveys, and ensure timely correction of identified deficiencies.
• Maintain documentation related to inspections, preventive maintenance, and corrective actions.
• Partner with Risk Management and Safety teams to identify, track, and mitigate facilities-related risks.

Vendor & Contractor Oversight

• Negotiates & Manages vendors and contractors providing specialized services, inspections, and repairs.
• Manages Procurement & Contracting process for facility purchases ensuring compliance with procurement policies and appropriate approvals are in place in coordination with end users and Finance.
• Review scopes of work and ensure contractor performance aligns with healthcare safety, infection control, and compliance standards.
• Verify contractor credentials, insurance, and safety compliance before work begins.

Budgeting & Asset Stewardship

• Completes annual capital budget projections based on site visits and assist in developing and managing facilities maintenance budgets for a multi-site portfolio.
• Reviews and monitors operating expenses, identifying efficiencies while ensuring patient safety and regulatory compliance are not compromised.
• Complete inspections, tracks building assets, equipment, and maintenance histories to support long-term capital planning.

Communication & Stakeholder Coordination

• Serve as a primary facilities contact for site leadership and program teams.
• Communicate maintenance activities, service disruptions, and risk issues clearly and proactively.
• Escalate significant facilities risks, trends, or system failures to senior leadership promptly.

Required

• Bachelor’s degree or equivalent experience in Facilities Management, Building Systems, or a related field.
• Minimum of 10 years of facilities management experience.
• At least 5 years of supervisory experience managing maintenance staff, contractors & vendors
• Knowledge of plumbing, electrical, HVAC, roofing, and other aspects of construction and renovation
• Working knowledge of healthcare building systems, life safety, and emergency response requirements.
• Strong understanding of safety, compliance, and risk management principles.
• Ability to read and interpret drawings, specifications, and technical documentation.
• Proficiency with computerized maintenance management systems (CMMS) and standard office software.
• Skilled in negotiating contracts
• Construction estimating & Capital planning
• Understands security systems including card access, burglary alarm & video surveillance
• Ability to prepare and manage staff and schedules
• Experience managing a geographically dispersed, multi-site portfolio.
• Must be willing to commute into Center City Philadelphia five days a week

Skills & Competencies

• Mission-driven leadership and staff development
• Strong organizational and prioritization skills in a high-risk environment
• Practical problem-solving and sound decision-making
• Clear written and verbal communication
• Attention to detail with a compliance-focused mindset
• Ability to manage competing priorities across multiple locations

About SSH Facilities
SSH Facilities delivers reliable HVAC and facility maintenance services across Pennsylvania and the Mid-Atlantic. Our team helps clients maintain efficient, comfortable, and dependable building systems — supported by strong internal operations and a commitment to quality service.