Facilities & Vendor Operations Manager

Job Description

Job Description

Busy private practice with 6 office locations seeks a Facilities & Vendor Operations manager to oversee our building and facility operations for 6 outpatient clinics (Oak Park, Beverly Park, Jackson Park, South Holland, Midway, and Northside/Montrose).

This role will be responsible to ensure that all physical environments are safe, fully functional, compliant with health regulations, and ready to accept patrons each day. 

The manager acts as the primary liaison between the clinics, external vendors, and executive leadership to maintain seamless, high-efficiency operations across all sites.

Facilities & Vendor Operations Manager

Location: Chicago, IL (Covers 6 regional outpatient clinics: Oak Park, Beverly Park, Jackson Park, South Holland, Midway area, and North Side/Montrose)
Position Type: Full-Time, W-2 Exempt
Reports To: Chief Operating Officer (COO)
Salary Range: $60,000 year (plus standard corporate benefits)

Position Overview

The Facilities & Vendor Operations Manager is a highly organized, systems-driven administrative leader responsible for the physical infrastructure, safety compliance, utility uptime, and vendor contract performance across our 6 regional medical office locations (including 2 owned commercial buildings and 4 leased clinic spaces).

This is an administrative management and financial auditing role, not a hands-on handyman position. You will serve as the central command center for all property assets, technical infrastructure, and transactional vendor line-item invoice reconciliations, ensuring our 40+ healthcare professionals and contractors can operate in a seamless, secure, and fully compliant clinic environment.

Core Responsibilities

1. Multi-Site Property & Asset Management (40%)

• Field Audits & Site Inspections: Design and execute a mandatory rotating schedule to physically audit 2–3 clinics per week, completing comprehensive Monthly Inspection Reports covering all aspects of facility operations and building upkeep (cleanliness, safety standards, cosmetic or structural needs, and overall presentation).
• Owned Property Stewardship: Manage full-scale preventative maintenance plans for our 2 owned buildings , overseeing long-term capital assets including roofs, plumbing networks, parking lots, and major infrastructure.
• Lease & Landlord Liaison: Act as the primary point of contact for our 4 leased properties , holding commercial landlords and property management groups strictly accountable for their structural, exterior, and communal repair obligations.
• Workflow Standardization: Implement consistent operational policies, opening/closing procedures, and safety protocols across all 6 sites.
• Staff Communication: Serve as the primary point of contact for site leads regarding facility or equipment malfunctions that impact daily patient scheduling and care.
• Emergency Response: Establish and manage 24/7 emergency facility response protocols (e.g., security alarms, power outages, water damage) for all locations.
• Vendor Coordination & Performance Monitoring: Source, schedule, and supervise outsourced facility service providers, including commercial cleaning crews, landscaping/snow removal services, HVAC, plumbing, electricians, and other vendors.
• Equipment Asset Tracking: Maintain an active, centralized inventory log of all facility, Physical Therapy, and medical equipment across the 6 offices, including serial numbers, warranties, and service histories.
• Procurement: Oversee the standardized ordering of medical supplies, office inventory, and equipment upgrades while adhering to budgetary constraints.

2. Transactional Financial Control, Invoice Auditing, & Bookkeeping (30%)

• Line-Item Cost Containment: Meticulously audit and cross-reference high-volume monthly vendor statements/invoices (Patient Transportation, Labs, PT/medical and office supply vendors, Shredding Services, and others) against our internal patient service logs.
• Invoice Pre-Approval: Review all vendor invoices for accuracy and approval. Identify overcharges, un-tracked fees, or double-billings, issuing stamped/written authorization of verification and approval prior to payment; handling and tracking payments.
• Contract Optimization: Negotiate master service agreements across all 6 clinics to leverage our multi-site power, standardizing pricing for all vended services including trash, shredding, water delivery, and office/medical supply vendors.

3. Regulatory Safety & Technical Compliance (15%)

• Life Safety Codes: Maintain 100% clinic compliance with OSHA, local fire codes, and the Department of Public Health. Ensure all fire extinguishers, emergency exit lighting, and specialized assets (such as elevator permits and licensing) are updated and tagged.
• Preventative Mechanical Schedules: Track warranties, service histories, and scheduled preventative maintenance logs for clinic infrastructure

4. IT Infrastructure & Security Logistics (15%)

• Utility & Tech Continuity: Monitor and maintain operational uptime for communication systems (Internet networks, backup phone lines, and phone portals). Manage portal user displays, routing configurations, and emergency phone outage protocols.
• Physical Security & Access Control: Manage user access rights and building security systems in tandem with HR. Update building security codes via our alarm portal for onboarding/offboarding personnel, and track multi-site camera profiles and battery lifespans.
• Hardware Asset Tracking: Maintain the master technical inventory ledger for all employee laptops, desktops, and copiers, executing data destruction protocols for decommissioned hardware.

? Key Qualifications & Requirements

• Experience: 3–5+ years of experience in commercial property management, multi-site medical facility coordination, or corporate asset logistics management.
• Technical Literacy: Advanced proficiency in Microsoft Excel/Google Sheets and data tracking. Comfort navigating cloud portals (telecom, security systems, and inventory tracking networks) is required.
• Organization: Elite scheduling and organizational skills; a proven track record of handling high-volume moving parts without oversight.
• Mobility: Must possess a valid driver’s license, a clean driving record, and a reliable personal vehicle capable of navigating our geographical footprint (North Side of Chicago to South Holland).