Facility Manager

Description

Position Summary

The Facility Manager reports to the Chief Operating Officer and is responsible for the overall maintenance, safety, functionality, and operational efficiency of a private orthopedic medical group consisting of four outpatient clinics and two ambulatory surgery centers (ASCs). This role oversees facility operations, vendor management, contract review and service agreement recommendations, regulatory compliance, preventive maintenance programs, and capital improvement projects to ensure safe, efficient, and patient-centered environments for physicians, staff, and patients.

The Facility Manager collaborates closely with clinical leadership, ASC administrators, IT, biomedical services, and executive management to support uninterrupted operations across all locations.

Key Responsibilities

Facility Operations & Maintenance

• Oversee daily operations and maintenance for four orthopedic clinics and two ASCs. 
• Ensure all facilities are clean, safe, operational, and compliant with healthcare regulations. 
• Develop infrastructure equipment inventory and manage preventive maintenance schedules and timely completion for building systems, including: 
• HVAC and building automation systems (BAS)
• Electrical 
• Plumbing 
• Fire/life safety systems 
• Medical gas systems (ASC) 
• Generators
• Emergency power distribution system
• Security/access control systems 
• Utilize the computerized maintenance management system (CMMS) to manage work orders, preventive maintenance activities, and facility service requests.
• Coordinate repairs and emergency response activities with minimal disruption to patient care. 
• Conduct routine facility inspections and identify operational or safety improvements.
• Perform frequent and routine, non-licensed facility repairs and maintenance activities within scope of training and applicable regulations, while coordinating licensed contractors or specialized vendors for work requiring certification or licensure.

Regulatory Compliance & Safety

• Maintain compliance with: 
• OSHA standards 
• CMS requirements 
• Joint Commission and/or AAAHC standards 
• State and local building and healthcare regulations (e.g.: DHS, DSPS)
• Infection prevention and environmental safety protocols 
• National Fire Protection Association (NFPA)
• American Society of Heating, Refrigeration, and Air Conditioning Engineers (ASHRAE) 
• Lead facility readiness efforts for inspections, surveys, and accreditation reviews. 
• Manage safety programs in conjunction with the Education, Safety, and Occupational Health Registered Nurse, including: 
• Emergency preparedness 
• Hazard communication 
• Fire drills 
• Workplace safety training 
• Incident reporting follow-up 

Vendor & Contract Management

• Manage relationships and contracts with: 
• Maintenance vendors 
• Janitorial services 
• Landscaping providers 
• Waste disposal companies 
• Security services 
• Construction contractors 
• Negotiate service agreements, recommends all negotiated service agreements to OAW leadership for approval, and monitor vendor performance to ensure quality and cost-effectiveness. 
• Coordinate third-party inspections, certifications, and repairs. 

Multi-Tenant Building Coordination

• Oversee facility operations within a multi-tenant medical office building, including coordination with shared building services and external tenants. 
• Collaborate with OAW landlord, other tenant representatives, and associated contractors regarding building maintenance, life safety systems, construction/renovation, and operational issues.
• Ensure OAW spaces remain compliant and operational while coordinating building-wide projects and minimizing disruption to patient care and clinical operations. 
• Monitor and address shared facility concerns including common areas, parking, utilities, access control, and emergency response procedures.

Budget & Inventory Management

• Develop and manage facility operating and capital budgets. 
• Monitor expenses and identify cost-saving opportunities without compromising safety or quality. 
• Maintain inventory of maintenance supplies, equipment, and facility assets. 

Leadership & Communication

• Serve as primary point of contact for facility-related concerns across all locations. 
• Collaborate with physicians, administrators, clinical staff, and external partners. 
• Supervise maintenance personnel and/or facility coordinators as assigned. 
• Provide regular status updates and operational reports to leadership. 

Requirements

Education—

• Bachelor’s degree in Facilities Management, Engineering, Business Administration, Healthcare Administration, or related field preferred; equivalent experience considered. 

Experience—

Required

• Minimum 5 years of facility management experience, preferably in healthcare or ambulatory surgery settings. 
• Knowledge of healthcare facility regulations, life safety codes, and accreditation standards. 
• Experience managing multi-site operations. 
• Strong project management and vendor management skills. 
• Proficiency with computerized maintenance management systems (CMMS), BAS, and Microsoft Office.

Preferred

• Experience in orthopedic, surgical, or outpatient healthcare environments. 
• Certified Healthcare Facility Manager (CHFM) or similar certification. 
• Knowledge of medical equipment coordination and ASC operational requirements. 
• Professional membership with a recognized heath care association (e.g.: American Society for Health Care Engineering, Wisconsin Healthcare Engineering Association)

Skills and Competencies—

• Strong organizational and problem-solving abilities 
• Excellent communication and interpersonal skills 
• Ability to prioritize and manage multiple projects simultaneously 
• Financial and budget management acumen 
• Leadership and team development skills 
• Ability to respond effectively in emergency situations
• Knowledge in understanding and the application of NFPA, ASHRAE, etc. building codes 

Work Environment & Physical Requirements

• Frequent travel between clinic and ASC locations. 
• Ability to lift up to 50 pounds occasionally. 
• Ability to inspect mechanical spaces and respond to facility emergencies after hours when needed. 
• On-call availability for urgent facility issues.