POSITION SUMMARY:
Under the general supervision of the Chief Operations Officer, the Facilities Manager is responsible for managing the facilities team in maintaining all Axis sites and ensuring they are in optimal condition. The facilities manager is also responsible for the activities of outside contractors when they are engaged to perform work. This individual will stay current on industry news, trends, and current best practices related to facilities management, identify best practices and trends, and recommend, create, and implement changes in process design to improve functionality and outcomes.
ESSENTIAL DUTIES/RESPONSIBILITIES:
- Oversee distribution and completion of facilities related tasks and projects through the facilities tracking system.
- Plan, develop and prioritize facility projects and weekly work plans; ensuring that materials are ordered, vendors scheduled, projects designed and planned, and funds are available.
- Monitor and identify potential problems for buildings, equipment and grounds to ensure a high standard of safety and cleanliness are maintained according to healthcare standards and in compliance with federal, state and local regulations.
- Monitor facility and building systems via online technology to identify concerns and ensure maintenance schedules are adhered to (i.e. HVAC, alarm system, building access system, emergency lighting)
- Review, monitor and respond to emergencies, including equipment breakdown, malfunctions, power outages and alarm calls, communicating with staff and contacting vendors as needed.
- Respond to afterhours alarm calls from security monitoring and janitorial company.
- Review and monitor contracts for maintenance, mechanical and electrical systems and follow up with vendors to ensure compliance and maintenance of service levels.
- Order and receive deliveries of equipment, facility and janitorial supplies; create and maintain an inventory tracking and monitoring system.
- Interface with property managers, site neighbors and vendors in person, via email and telephone including during off hours as needed.
- Perform and maintain Inventory management of equipment/furniture/appliances throughout all Axis sites.
- Review, organize and track warranties for equipment/furniture and appliances digitally to ensure compliance and service levels are delivered.
- Manage the physical and digital library of facility documents including floor plans, architectural designs and mechanical system drawings and provide to staff, vendors and contractors as needed.
- Manage onsite inspections and audits that keep Axis in compliance with OSHA and other state and federal safety regulations. Comply with all aspects of HIPAA as it relates to this position. Stay abreast of all federal and state regulations relating to facilities and safety management related to community health centers and keep Axis in compliance with these regulations
- Perform monthly site inspections, produce monthly safety and compliance reports of findings including participation as a member of the Safety Committee to identify safety issues for the facilities team to address.
- Work additional on-call hours as assigned.
- Serve as back up to the Facilities Technicians when needed.
- Participate in staff meetings, attend other meeting and training events as assigned.
- May be required to perform other related duties, responsibilities and special projects as assigned.
- Direct and provide guidance on facility matters to ensure all site buildings, facilities, and utilities are safe, compliant, reliable and efficient, delivered according to customer expectations.
- Interact with key customers and stakeholders and keep them apprised of priorities, status, continuous improvement initiatives.
- Drive quality and on time performance, ensure all aspects of day-to-day operations are reliable, efficient and meeting right to operate compliance.
- Identify opportunities for continuous improvement and pursue changes and upgrades to processes and procedures as warranted, including optimizing the maintenance strategies.
- Create, track, and maintain KPIs (key performance indicators) that align with stated department goals and objectives.
- A commitment to Axis' mission, vision, and core values.
- Maintain a professional working environment free of hostility, harassment, and discrimination.
- Safety and security - Actively promotes and personally observes safety and security procedures and uses equipment and materials properly.
REQUIRED COMPETENCIES:
- Familiarity with health care operations preferred.
- Strong organizational skills, and ability to set priorities and communicate to team members clearly both verbally and in writing.
- Excellent internal and external customer service skills.
- Team oriented, self-starter with leadership ability.
- Excellent problem solving skills with demonstrated ability to manage completion of projects.
- Must be able to exercise discretion and judgment while representing and making decisions on behalf of the company.
- Must have reliable car, valid California Driver’s License, insurance and clear DMV record.
- Must be able to follow all safety precautions.
- Ability to interact effectively and in a professional, supportive manner with persons of all backgrounds.
- Computer proficiency to include Microsoft Office, online technology management portals, supply ordering systems and facility management ticket systems.
- Ability to maintain a high level of confidentiality, a professional demeanor and must represent the organization in a positive manner at all times.
- Must be able to adjust priorities quickly as circumstances dictate.
- Must be able to be at work regularly and on time.
- Must be a dynamic self-starter with demonstrated ability to work independently or in a group setting.
- A can-do attitude, attention to detail, ability to organize and set priorities and excellent interpersonal skills.
- Must have good computer skills using Microsoft Office and the ability to use Axis departmental systems.
- Must be able to use office equipment (i.e. copier, fax etc.).
- Must be able to create an environment of strong team spirit, timely and effective communications, sense of urgency, high motivation and inspire team to achieve goals in the immediate and longer term.
- Must be able to build a culture of continuous improvement and model lean leadership principles.
QUALIFICATIONS:
- Associate’s Degree or equivalent combination of education and experience.
- 3-5 years of experience in facilities and maintenance services required.
- Knowledge of building codes, city permits, fire inspections and accessibility standards.
BENEFITS:
- Employer paid health, dental, and vision benefits to the employee.
- Option to participate in a 403(B) retirement plan with employer matching contribution.
- Partial educational reimbursement.
- 12 paid holidays.
- Accrued paid time off with each pay period.
- Employee discount programs.
- Colleague Referral Bonus Program
CONNECT WITH AXIS:
Company Page: https://www.axishealth.org
Facebook: https://www.facebook.com/axiscommunityhealth
LinkedIn: https://www.linkedin.com/company/axis-community-health
Physical, Cognitive, and Environmental Working Conditions:
Work is normally performed in a typical clinic office work environment (and in some cases telecommuting sites). The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions of this position if the accommodation request does not cause an undue hardship.
Physical: Occasionally required to carry/lift/push/pull/move up to 20 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, reaching over the shoulder, reaching over the head, reaching outward, sitting, walking on various surfaces, standing, and bending. Occasional travel to other Axis health centers and other occasional travel will be required.
Equipment: Frequently required to use repetitive motion of hands and feet to operate a computer keyboard, telephone, copier, and other office equipment for extended periods.
Sensory: Frequently required to read documents, written reports, and signage. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with staff, etc. Must be able to speak clearly, understand normal communication, and be understood.
Cognitive: Must be able to analyze the information being received, count accurately, concentrate and focus on the given task, summarize the information being received, accurately interpret written data, synthesize information from multiple sources, write summaries as needed, interpret written or verbal instructions, and recognize social or professional behavioral cues.
Environmental Conditions: Frequent exposure to varied office (medical clinic/office) environments. Rare exposure to dust and loud noises.
EQUAL OPPORTUNITY EMPLOYMENT
Axis Community Health is committed to creating a diverse work environment and is proud to be an equal-opportunity employer. All qualified applicants and employees will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws. If you are an individual with a disability and require a reasonable accommodation, please reach out for assistance.