Job Purpose: The Procurement and Facilities Assistant is responsible for assisting in the effective operation and maintenance of the organization’s facilities. This role focuses on administrative tasks related to coordinating facility-related activities, ensuring that all building systems, including HVAC, electrical, plumbing, and security, function efficiently and safely. This role will play a key role in ensuring the quality of work performed, monitoring maintenance schedules, and ensuring that all facility-related tasks are completed on time and to the required standards.

DUTIES INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING:

• Provide administrative support to the Chief Procurement Officer
• Provide oversight and direction to the facilities maintenance team
• Communication with building maintenance technicians or designee on assignments, activities and follow up actions
• Serves as the primary point of contact for internal and external inquiries of the Facilities department
• Coordinates relevant activities with operations, procurement and facility maintenance to ensure facilities are properly maintained as required
• Maintain files to include work orders, documentation, etc.
• Coordinates service and supply vendors
• Respond to questions and concerns regarding general operations
• Assist in preparing budgets for facility operations and projects. Track and report on facility-related expenses.
• Coordinate with vendors and service providers to ensure timely delivery of services and supplies. Monitor vendor performance escalate any concerns.
• Ensures all facility corrective action steps are taken, in conjunction with facility administrators
• Perform other duties as assigned
• Adheres to Advanced Pain Care’s Policies and procedures

SPECIFIC KNOWLEDGE, SKILLS, LICENSES, CERTIFICATIONS, ETC.:

• High School Diploma/GED. Associates or higher degree from a vocational school or college preferred
• 5 years’ experience in a related position within general HVAC, operational systems, electrical and general facility repair
• Safety and Compliance: Familiarity with health, safety, and environmental regulations and the ability to ensure compliance.
• Ability to coordinate multiple tasks and projects, including scheduling and overseeing the work of external contractors.
• Strong attention to detail in tracking maintenance activities, ensuring quality of work, and managing facility operations.
• Ability to provide detailed reports on maintenance activities and project progress.
• Clear and concise communication with contractors, vendors, employees, and leaders.
• Ability to manage time effectively, meet deadlines, and handle urgent tasks as they arise.
• Capability to juggle multiple responsibilities without compromising quality or accuracy.
• Ability to quickly identify and resolve issues related to building systems or facility operations.
• Skills to handle facility-related emergencies effectively and coordinate appropriate responses.
• Ability to work effectively with the Chief Procurement Officer and other departments to support facility-related projects and initiatives.
• Strong customer service skills to manage in-office responsibilities and ensure a positive experience for visitors and employees.
• Professional demeanor and the ability to handle inquiries and issues with tact and efficiency.
• Able to work without supervision and appropriately meet multiple deadlines
• Healthcare background highly preferred
• ASC experience highly preferred

WORKING CONDITIONS:

Environmental Conditions: IN PERSON, Medical Office environment

Physical Conditions:

• Must be able to work as scheduled – typically from 8:00 – 5:00 M-F, possible weekends or early AM hours for emergencies
• Must be able to sit and/or stand for prolonged periods of time
• Must be able to bend, stoop and stretch
• Must be able to lift and move objects up to 20 pounds
• Requires eye-hand coordination and manual dexterity sufficient to operate office equipment, etc.

KNOWLEDGE AND SKILLS:

• Strong dedication to supporting facility by working in a safe, customer focused manner. Must be highly self-motivated
• Ability to communicate effectively and comfortably with e-mail, text and phone. Must include written and verbal skills
• Effectively manages day by organizing and prioritizing
• Reliable transportation
• Protects patient information and maintains confidentiality

SUPERVISION: Reports to Chief Procurement Officer