Facilities Manager
16 days ago
Philadelphia
Job DescriptionDescription: 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., • 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., • 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., • 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., • 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.Requirements: 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, • 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