Facilities Operations Specialist

Job Description

Job Description

Description:

THE COMPANY

Cogir Senior Living, based in Scottsdale, Arizona, proudly oversees a network of senior living communities spanning 13 states nationwide. As a trusted leader in senior housing, we are dedicated to growth while maintaining our commitment to exceptional care for our residents and a supportive, growth-focused environment for our team members.

At Cogir, our culture is rooted in the core values of human focus, creativity, and excellence, which inspire us to continuously improve and achieve excellence in all we do. Join us in our mission to enrich the lives of our residents while building a meaningful and fulfilling career!

WHAT WE OFFER

• Competitive base salary and annual bonus opportunity.
• Health, Dental, Vision, and Life Insurance.
• 401K with company match.
• Paid Vacation, Holidays, and Sick Leave.
• Employee Assistance Program,
• Generous Employee Referral Program and more.

POSITION SUMMARY

The Facilities Project Specialist supports the safe, compliant, and efficient operation of the company’s buildings and grounds while coordinating the facility and capital projects that keep those assets current. This role combines hands-on facilities oversight — preventive maintenance, building systems, life safety compliance, and vendor management — with project coordination, documentation, and financial tracking. The Facilities Project Specialist independently manages smaller facility and capital projects and supports the National Facility Director on larger initiatives, working closely with Operations, community Maintenance Directors, vendors, consultants, and regulatory agencies to keep facilities functional, code-compliant, and comfortable for residents.

Key Responsibilities

The primary responsibility is to maintain and improve the physical condition of the company’s facilities through preventive maintenance, vendor oversight, and regulatory compliance, while independently managing smaller facility projects and supporting Project Managers on larger capital work.

Facilities Operations & Building Systems

• Support the day-to-day performance of building systems, including HVAC, plumbing, electrical, roofing, building envelope, fire and life safety systems, elevators, and emergency generators.
• Aide in facility inspections and building condition assessments; document deficiencies and track corrective actions through completion.
• Develop and maintain preventive maintenance schedules and support the work orders ensuring requests are prioritized, assigned, and closed out.
• Respond to facility issues and after-hours emergencies, coordinating repairs to minimize downtime and disruption to residents.
• Maintain equipment inventories, asset records, warranties, as-built drawings, and operating manuals for each community.
• Support long-range capital planning by identifying aging systems, deferred maintenance, and upcoming replacement needs.

Compliance, Life Safety & Risk

• Help ensure facilities comply with building codes, life safety requirements, ADA, and applicable state and local senior living regulations.
• Coordinate required inspections, testing, and certifications — fire alarm, sprinkler, extinguishers, emergency generators, elevators, and backflow — and maintain documentation for surveys and audits.
• Assist with regulatory survey preparation and the correction and documentation of cited deficiencies.
• Support environment-of-care rounds, safety walkthroughs, and emergency preparedness and business continuity plans.
• Verify that contractor work areas meet safety, infection control, and resident protection requirements.

Vendor & Contract Management

• Source, schedule, and oversee vendors, service contractors, and trades performing facility and project work.
• Solicit and compare bids and proposals for maintenance services, repairs, and smaller projects.
• Monitor vendor performance against scope, schedule, pricing, and quality standards, escalating issues as needed.
• Maintain service contract records, renewal dates, certificates of insurance, and vendor documentation.

Facility & Capital Project Coordination

• Independently manage smaller facility, renovation, and equipment replacement projects from approval through completion and closeout.
• Develop and maintain schedules, budgets, and documentation for assigned smaller projects.
• Assist assigned Project Managers with scheduling, documentation, tracking, and coordination across all phases of large capital projects.
• Coordinate with architects, engineers, consultants, contractors, and internal departments as directed.
• Conduct site visits to observe progress, workmanship, and safety, and report findings back to the National Director of Facilities.
• Support submittals, RFAs, change order tracking, and document control.
• Sequence work and coordinate schedules to minimize operational disruption to residents and community teams.

Communication & Reporting

• Provide regular updates to Project Managers, National Director of Facilities, and community leadership on facility conditions, open issues, and project status.
• Help prepare weekly and monthly reports, including:
  • Work Order Volume, Response Time, and Backlog
  • Preventive Maintenance Completion
  • Life Safety and Inspection Compliance
  • Budget vs. Actual
  • Schedule Progress and Project Milestones
  • Risk, Issue, and Change Order Logs
• Serve as a day-to-day point of contact for community teams on facility questions and requests.
• Maintain risk, issue, deficiency, and change order logs.

Success Measures (KPIs)

• Preventive maintenance completion rate and work order response and closure times.
• Life safety and regulatory inspections completed on schedule with documentation current and audit ready.
• Smaller facility and capital projects completed on time and within budget.
• Reduction in deferred maintenance, repeat repairs, and emergency service calls.
• Vendor performance, contract compliance, and quality of completed work.
• Accuracy of documentation, invoice processing, and cost tracking.
• Quality and timeliness of support provided to Project Managers.
• Stakeholder satisfaction across community, operations, and resident groups.
• Timely project and work order closeout documentation.

CANDIDATE QUALIFICATIONS

• GED or high school diploma required; Associate degree or technical certificate in Facilities Management, Construction Management, or a related trade preferred.
• Minimum of 1–3 years of experience in facilities maintenance or management, building operations, or facility project coordination; senior living, healthcare, or multi-site portfolio experience a plus.
• Working knowledge of building systems — HVAC, electrical, plumbing, and fire/life safety — and general construction practices, with the ability to read blueprints and specifications.
• Familiarity with life safety codes, ADA, and applicable state and local regulations governing senior living communities.
• Location: Must reside within 30 miles of Scottsdale, AZ, or be willing to relocate.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities across several sites.
• Familiarity with contract and budget basics, with a willingness to develop these skills further.
• Solid interpersonal, communication, and coordination skills, with a collaborative, team-oriented approach.
• Valid driver’s license and ability to travel regularly between communities; must be able to access roofs, mechanical rooms, and other equipment areas and lift up to 50 pounds.