What are the responsibilities and job description for the Facilities & Maintenance Manager position at North Florida Surgeons, P.A.?
Facilities & Maintenance Manager
Department: Administration / Operations
Reports To: Executive Director or Designee
Status: Full-Time
FLSA Status: Exempt
Location: Multi-Site – Northwest Florida
Reports To: Executive Director or Designee
Status: Full-Time
FLSA Status: Exempt
Location: Multi-Site – Northwest Florida
Position Summary
The Facilities & Maintenance Manager is responsible for overseeing the maintenance, appearance, safety, and efficient operation of Orthopaedic Associates' medical office facilities. This position supports approximately three to four locations totaling approximately 60,000–80,000 square feet of medical office space.
The Facilities & Maintenance Manager will develop and oversee preventive maintenance programs, perform routine maintenance and minor repairs, coordinate outside contractors and vendors, oversee janitorial and landscaping services, manage facility-related supplies, and ensure that OA facilities provide a safe, professional, clean, and functional environment for patients, providers, and employees.
This is a hands-on position requiring the ability to independently perform routine repairs while recognizing when specialized or licensed contractors are required.
Essential Duties and Responsibilities
Facility Maintenance & Repairs
- Perform routine inspections of all OA facilities and identify maintenance, repair, safety, and appearance issues.
- Perform minor repairs and general handyman work, including basic plumbing, electrical, carpentry, painting, drywall repair, furniture repair, door and hardware repair, and similar facility needs within the individual's qualifications.
- Troubleshoot facility issues and determine whether work should be completed internally or assigned to an outside contractor.
- Respond promptly to facility-related work orders and service requests.
- Coordinate emergency repairs and facility issues when necessary.
- Maintain appropriate tools, equipment, and maintenance supplies.
Preventive Maintenance
- Develop, implement, and maintain a comprehensive preventive maintenance schedule for all facilities.
- Track scheduled maintenance for HVAC systems, plumbing, electrical systems, generators, roofing, fire/life-safety systems, elevators where applicable, doors, lighting, and other building systems.
- Maintain records of inspections, preventive maintenance, warranties, repairs, and equipment service histories.
- Coordinate required inspections and maintenance with qualified vendors.
- Identify aging equipment and building systems and assist leadership with planning for future replacement and capital expenditures.
Vendor & Contract Management
- Serve as the primary point of contact for facility-related vendors and contractors.
- Coordinate and oversee janitorial services at all locations.
- Coordinate landscaping and exterior maintenance services.
- Monitor vendor performance and ensure contracted services meet OA expectations.
- Obtain competitive quotes when appropriate and make recommendations regarding vendors and service agreements.
- Review facility-related invoices for accuracy before approval.
- Maintain current records of facility contracts, warranties, vendor contacts, and service agreements.
Janitorial & Facility Supplies
- Monitor inventory and order janitorial, paper, restroom, and general facility supplies.
- Establish appropriate inventory levels to prevent shortages while minimizing excess inventory.
- Monitor janitorial closets and storage areas for cleanliness, organization, and appropriate inventory.
- Work with janitorial vendors and OA leadership to address cleanliness concerns promptly.
Building & Grounds
- Conduct routine inspections of parking lots, sidewalks, landscaping, exterior lighting, signage, roofs, building exteriors, and common areas.
- Coordinate landscaping, pressure washing, pest control, parking lot maintenance, and other exterior services.
- Ensure facilities maintain a professional appearance consistent with OA standards.
- Identify safety hazards and coordinate prompt corrective action.
Safety & Compliance
- Assist in maintaining facilities in accordance with applicable OSHA, fire, building, accessibility, and life-safety requirements.
- Coordinate required inspections of fire extinguishers, fire alarms, sprinkler systems, emergency lighting, generators, and other applicable systems.
- Maintain facility-related inspection and compliance documentation.
- Immediately report significant safety, environmental, or regulatory concerns to leadership.
- Coordinate with clinical leadership when facility work could affect patient-care areas or clinical operations.
Budget & Capital Planning
- Assist leadership in developing the annual facilities operating and capital budget.
- Track maintenance and repair expenses and identify opportunities to reduce unnecessary costs.
- Obtain competitive bids for significant repairs, equipment replacement, and facility projects.
- Assist in developing short- and long-term capital replacement plans for major building systems.
- Recommend repair-versus-replacement decisions based on cost, condition, reliability, and expected useful life.
Projects & Renovations
- Assist with minor renovation, relocation, furniture, signage, and facility improvement projects.
- Coordinate contractors and vendors performing work within OA facilities.
- Monitor project schedules and communicate disruptions or delays to leadership.
- Coordinate facility preparation for new equipment, departments, or clinical services as needed.
Qualifications
Required
- High school diploma or equivalent.
- Minimum of 3–5 years of experience in commercial building maintenance, facilities management, property maintenance, construction, or a related field.
- Demonstrated ability to perform routine building repairs and general maintenance.
- Working knowledge of HVAC, plumbing, electrical, carpentry, and general building systems.
- Experience coordinating outside contractors and service vendors.
- Strong organizational and problem-solving skills.
- Ability to prioritize multiple facility issues across several locations.
- Basic computer proficiency, including email, spreadsheets, electronic work-order systems, and vendor documentation.
- Valid driver's license and reliable transportation for travel between OA locations.
Preferred
- Previous experience supporting healthcare, medical office, commercial office, or other regulated facilities.
- Experience managing multiple locations.
- Experience developing preventive maintenance programs.
- OSHA, facilities management, HVAC, electrical, construction, or other relevant training or certifications.
- Experience with budgeting, vendor negotiations, and capital planning.
Physical Requirements
- Ability to regularly walk and inspect facilities and grounds.
- Ability to climb ladders and work in mechanical and maintenance areas.
- Ability to bend, kneel, reach, and work in confined areas as necessary.
- Ability to lift and carry up to 50 pounds.
- Ability to safely use common hand and power tools.
- Ability to travel regularly between OA locations.
Performance Expectations
Success in this position will be measured by:
- Completion of preventive maintenance according to schedule.
- Timely response and resolution of facility work orders.
- Reduction in avoidable emergency repairs.
- Cleanliness and overall appearance of OA facilities.
- Performance and accountability of facility vendors.
- Management of facility expenses within approved budgets.
- Maintenance of accurate facility, inspection, warranty, and service records.
- Identification of facility problems before they significantly disrupt clinical operations.