At The Portland Clinic our mission is to be a trusted community collaborating to improve the health and well-being of those we serve. Join our team and let us work together to offer a welcoming, inclusive environment for our patients and the communities we serve.

JOB TITLE: Facilities Manager

SUPERVISOR: COO

HOURS PER WEEK: 40hrs/Exempt (M-F)

DEPARTMENT: Facilities

HIRING BONUS: $1,000 after 90 days

The following information is designed to outline the essential functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

PRIMARY FUNCTION: Supervisory, administrative and hands-on technical work in the management of routine and preventative maintenance, safety, housekeeping and repair operations at all clinic locations The facilities manager will coordinate repairs, renovations and vendor relationships.

DUTIES AND RESPONSIBILITIES: (*ESSENTIAL FUNCTIONS)

Facilities and Maintenance and Operations:
Manage daily physical functions of owned and leased clinical space, ensuring cleanliness, safety and functionality. *
Work across disciplines to enhance and maintained owned and leased clinical space. *
Supervise routine inspections and preventative maintenance to ensure equipment, HVAC, electrical and plumbing systems are operating efficiently. *
Coordinate repairs and upgrades of facilities, including overseeing contractors and maintenance staff. *
Ensure timely escalation of appropriate facilities concerns to leadership.*
Develop and maintain stock control procedures for tools, parts and supplies.*
Administer and partner with IT in developing and maintaining online tools for maintenance requests and preventative maintenance.*
Perform twice yearly facilities tour with branch management.*
Will be required to be on-call once every 3 weeks.*

Safety and Compliance:
Support clinic wide safety programs and regulatory compliance.*
Monitor and ensure compliance with local, state and federal regulations, including ADA and OSHA requirements. *
Work with leadership to develop, implement and manage facility safety protocols, emergency preparedness plans and disaster recovery procedures.*
Ensure fire response team is organized and trained at each location.*
Conduct regular facility safety audits.*

Vendor management and Procurement:
Develop and maintain relations with outside contractors. Act as liaison to ensure work is completed on time and to expected quality standards.*
Manage relationships with service providers including janitorial, HVAC, electrical, plumbing, waste management and others as applicable.*
Negotiate contracts with facility vendors to obtain competitive pricing and ensure timely delivery of services and supplies.*

Space planning and renovations
Partner with leadership to plan, implement and manage facility expansion or remodeling projects.*
Collaborate with leadership to optimize space utilization for clinical and administrative functions. *

Budget and financial management:
Ensure cost effective operations while maintaining high quality facility standards
Work with management team to manage annual facilities budget, including forecasting expenses for maintenance, repairs and capital projects.
Prepare reports for executive leadership regarding operational performance, expenses, maintenance upgrade timelines and future needs.
Implement sustainability initiatives to improve energy efficiency, reduce waste, and lower operational costs.

Staff management:
Recruit, train and supervise a team of maintenance staff.
Determine scope of work for TPC maintenance team and ensure accurate, timely and quality results.
Ensure all team members are trained in safety and emergency protocols.

Abide by company policies.*
Attend work regularly as scheduled.*
Participate as an active team member in a patient-centered medical home.
Work respectfully and collaboratively in a team environment with a spirit of cooperation*
Perform other duties and responsibilities as assigned.

REQUIREMENTS:
High school diploma or equivalent

PREFERENCES:
Values team success
Compassionate, patient, tactful, diplomatic, sociable, well organized, thorough, and independent
Shows an interest in taking action to increase his/her knowledge and development as an employee
Contributes to an environment where people feel valued
Keyboarding skills
Proficiency Microsoft Office and web-based tools
Organizational skills and ability to prioritize work flow
Communication skills across mediums
Competency in language, grammar, and spelling
Ability to interact and establish a good rapport with people over the telephone and in person, often in stressful situations
Ability to react calmly and effectively in emergency situations and to work under pressure
Ability to accept responsibility and use initiative to proceed with necessary tasks without direct supervision
Skill in establishing and maintaining effective working relationships with patients and staff
Supervisory experience
OSHA, ADA and regulatory compliance knowledge
Medical facilities background

COMPENSATION AND BENEFITS (Benefits eligibility begins at 20hrs/wk):

401k plan with Employer Matching up to 4.5% annually
Roth IRA
Comprehensive Medical, Dental and Vision insurance
Flexible Spending Account
Company provided $10K Group Life/AD&D insurance
Voluntary benefits: Life/AD&D, Dependent Life/AD&D, Short-Term Disability, Critical Illness, and Disability
6.46 hours of PTO accrual per pay period (PTO accrual is prorated based upon FTE)
One paid Wellness day per year
Seven paid holidays, and 1 partially paid holiday (mid-day closure)
Employee Assistant Program

The Portland Clinic

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Facilities Manager