Facilities Manager

Duties and Responsibilities

Daily Facility Operations

• Oversee day-to-day maintenance of the clinic environment
• Conduct routine inspections of building systems and patient areas
• Ensure cleanliness, safety, and readiness of: Exam rooms, Waiting areas, Administrative spaces
• Address immediate maintenance issues (lighting, doors, minor repairs)
• Maintain a professional, patient-friendly environment
• Oversee janitorial services (internal or outsourced)
• Ensure adherence to healthcare-grade cleaning protocols
• Maintain supply levels for cleaning and sanitation

Preventive Maintenance

• Develop and manage a preventive maintenance schedule
• Ensure all systems are routinely serviced, including: HVAC systems, Plumbing fixtures, Electrical systems, Medical gas lines (if applicable)
• Maintain maintenance logs and service records
• Reduce downtime and costly emergency repairs

Vendor & Contract Management

• Identify, contract, and manage third-party vendors for specialized services:
• HVAC technicians, Electricians, Plumbers, Fire safety/system contractors, Yard maintenance/snow removal
• Cover service schedules and ensure timely completion of work
• Review vendor performance and maintain service agreements
• Verify vendor compliance with licensing, insurance, and safety standards
• Manage bidding processes and cost comparisons for services
• Manage contractors and vendors as they relate to the maintenance and upkeep of all locations

Repairs, Renovations & Projects

• Maintain non-clinical equipment on clinic premises, completing necessary testing, maintenance, and repairs as required and needed, while maintaining accurate records of all maintenance repairs
• Develop and manage a work order system, including assigning tasks to appropriate contractors
• Oversee facility repairs, upgrades, and renovation projects
• Coordinate construction work to minimize disruption to patient care
• Manage project timelines, budgets, and contractor performance
• Ensure work meets healthcare-specific standards and codes

Regulatory Compliance & Safety

• Ensure compliance with healthcare regulations and safety standards:
• OSHA requirements, Fire and life safety codes, Infection control standards
• Maintain documentation for inspections and audits
• Coordinate safety drills and emergency preparedness plans
• Ensure proper handling/storage of hazardous materials (if applicable)
• Maintain building safety and security, including ensuring the structures meet building code requirements

Emergency Response & Risk Management

• Develop and manage response procedures for facility-related emergencies:
• Power outages, HVAC failures, Water leaks/flooding
• Act as point of contact for urgent facility issues
• Coordinate rapid vendor response when needed
• Minimize operational disruptions and patient impact

Systems & Equipment Oversight

• Monitor building systems (HVAC, electrical panels, backup power)
• Coordinate maintenance of non-clinical equipment
• Ensure proper functioning of safety systems: Fire alarms, Sprinklers, Security systems
• Work with IT regarding infrastructure (e.g., server rooms, power supply)

Budgeting & Cost Control

• Develop and manage the facilities budget
• Track maintenance and vendor expenses
• Identify cost-saving opportunities (energy efficiency, preventative care)
• Approve invoices and ensure accurate billing

Cross Department Collaboration

• Work with clinical and administrative teams to:
• Address facility-related concerns
• Schedule maintenance without disrupting patient care
• Coordinate with leadership on operational planning and expansions
• Work with the Finance Manager to manage annual facility budget
• Coordinate with all other departments as needed, including IT if changes to buildings are necessary for IT-related implementations

Skills & Attributes

• Degree in facilities management, engineering, property management or a related field is preferred; equivalent job-related experience is required
• Knowledge of building systems (HVAC, electrical, plumbing), safety regulations, and preventive maintenance practices is required
• Facilities Management Professional (FMP), Certified Facility Manager (CFM), or similar credentials are optional but advantageous
• Vendor and contract management expertise
• Understanding of healthcare compliance standards
• Strong organizational, communication (written and verbal), negotiation, and problem-solving skills
• Able to manage multiple projects effectively
• Strong problem-solving and emergency response skills
• Budget and project management experience
• Able to work well under pressure