Facilities Manager

The Facilities Manager is responsible for ensuring that all Edgewater Health facilities operate in full compliance with FQHC/HRSA requirements, including maintaining a safe, accessible, and compliant Environment of Care across all service delivery sites. This position oversees facility operations, preventive maintenance, life safety systems, emergency preparedness, and regulatory compliance.

The Facilities Manager plays a critical role in HRSA Operational Site Visits (OSVs), ensuring documentation, policies, and facility conditions meet federal standards, including Uniform Data System (UDS) expectations, and Health Center Program compliance requirements. This role ensures continuous survey readiness and supports organizational risk management, patient safety, and continuity of care.

A. Facilities Operations & Preventive Maintenance

• Oversees maintenance and repair of HVAC, plumbing, electrical, and structural systems across all sites.
• Develops, implements, and maintains a comprehensive preventive maintenance program aligned with HRSA and healthcare industry standards.
• Maintains maintenance logs, equipment inventories, and service records required for audit readiness.
• Ensures all equipment is inspected, tested, and maintained per manufacturer and regulatory requirements.
• Identifies and addresses facility deficiencies proactively to minimize risk and ensure uninterrupted operations.

B. HRSA/FQHC Compliance & Audit Readiness

• Ensures all facilities meet HRSA Health Center Program requirements, including:
  • Safe, clean, and accessible care environments
  • Compliance with federal, state, and local regulations
  • Appropriate documentation for OSV review
• Maintains audit-ready documentation, including:
  • Preventive maintenance schedules and logs
  • Safety inspection reports
  • Life safety and fire drill records
  • Emergency preparedness documentation
• Participates in and supports HRSA Operational Site Visits (OSVs) and other audits.
• Collaborates with leadership to correct deficiencies identified during audits or internal reviews.

C. Environment of Care & Safety Management

• Participates on the Environment of Care (EOC) Committee, ensuring:
  • Regular meetings and documentation
  • Review of safety incidents and corrective actions
  • Continuous improvement planning
• Ensures completion of:
  • Monthly environmental rounds
  • Fire drills and emergency preparedness exercises
  • Safety inspections and risk assessments
• Maintains compliance with:
  • OSHA regulations
  • State Fire Marshal requirements
  • Infection control standards related to the physical environment
• Ensures emergency repairs impacting patient care or safety are completed within 48 hours.

D. Emergency Preparedness & Risk Management

• Supports and maintains the organization’s Emergency Preparedness Plan in alignment with HRSA requirements.
• Ensures facility readiness for emergencies (e.g., fire, power outage, severe weather).
• Coordinates drills and evaluates response effectiveness.
• Identifies and mitigates environmental risks that could impact patient care or operations.

E. Vendor & Contractor Oversight

• Secures contractors, obtains bids, and evaluates service proposals.
• Ensures vendor compliance with healthcare regulations and organizational standards.
• Oversees contractor performance and ensures timely, compliant project completion.

F. Budgeting & Resource Management

• Assists in the development and management of the facilities budget.
• Monitors expenses and identifies cost-saving opportunities without compromising compliance or safety.
• Recommends capital improvements and equipment purchases based on compliance and operational needs.

G. Staff Supervision & Training

• Supervises facilities-related staff and ensures accountability for performance and compliance.
• Provides staff training on safety procedures, emergency protocols, and environmental standards.
• Promotes a culture of safety, compliance, and continuous improvement.

H. General Responsibilities

• Conducts all activities ethically and in alignment with organizational policies.
• Collaborates across departments to ensure a safe and therapeutic care environment.
• Participates in ongoing professional development related to healthcare facilities and compliance.
• Assists in ensuring compliance with all licensing, accreditation, and HRSA program requirements.

Knowledge

• HRSA Health Center Program requirements and Operational Site Visit (OSV) expectations.
• Environment of Care standards within healthcare settings.
• OSHA, fire safety codes, ADA accessibility requirements, and public health regulations.
• Preventive maintenance systems and facility management best practices.
• Emergency preparedness and risk management principles in healthcare environments.

Skills

• Strong documentation and audit preparation skills.
• Project and facilities management expertise.
• Leadership and team supervision.
• Vendor negotiation and contract oversight.
• Proficiency in facility management software and Microsoft Office.
• Effective written and verbal communication.

Abilities

• Ability to maintain continuous survey readiness for HRSA and regulatory audits.
• Ability to analyze compliance gaps and implement corrective actions.
• Ability to manage multiple sites and competing priorities.
• Ability to respond effectively to emergencies and urgent facility issues.
• Ability to interpret regulations and apply them operationally.

 MINIMUM QUALIFICATIONS

• Education:
  • Trade school certificate (minimum one year) in HVAC or related field required.
  • Working knowledge of plumbing and electrical systems required.
• Experience:
  • Minimum of five (5) years of facilities or maintenance experience, preferably in a healthcare or FQHC setting.
• Licensure/Certification:
  • Valid driver’s license required.
• Other Requirements:
  •  Must supply own tools.
  • Must be computer literate.
  • Must have access to a reliable, insured vehicle for daily work use.
  • Must maintain a good driving record, valid license plates, and appropriate insurance.

• Maintains 100% compliance with HRSA program requirements related to facilities and safety.
• Ensures all documentation is current, accurate, and audit-ready at all times.
• Demonstrates measurable outcomes in:
  • Preventive maintenance completion rates
  • Timeliness of repairs
  • Safety inspection compliance
  • Audit findings and corrective action closure
• Supports successful outcomes during HRSA Operational Site Visits (OSVs) and other regulatory reviews.

• Reports To: Chief Financial Officer
• Supervises: Maintenance Workers, Housekeepers, Transportation

• Work is performed across multiple healthcare sites, including clinical and non-clinical environments.
• Requires frequent standing, walking, bending, lifting (up to 50 lbs.), and use of maintenance tools.
• Exposure to mechanical, electrical, and environmental hazards possible.
• Must be available for on-call and emergency response, including after-hours as needed.

This job description is not intended to be an exhaustive list of all responsibilities, duties, or skills required. The Human Resources Coordinator may be required to perform other duties as assigned to support organizational goals and evolving operational needs.