What are the responsibilities and job description for the Facilities Coordinator position at Ohio Gastro?
Duties and Responsibilities
Primary Job Functions
- Oversee daily facility maintenance operations, including cleanliness, functionality, safety, and regulatory/legal compliance.
- Serve as contact for facility vendors and service providers (e.g., janitorial, HVAC, FFE, etc.).
- Coordinate repairs and preventative maintenance for equipment and infrastructure.
- Maintain accurate facility records, maintenance logs, inspection schedules, vendor records, and compliance documentation.
- Support operational and clinical teams in emergency preparedness protocols, including drills and readiness assessments.
- Act as primary contact for building access, security systems, and key/card distribution.
- Develops and manages contracts and service agreements with vendors and service providers, including maintaining accurate records, related documentation, and ensuring compliance with purchasing policies.
- Regularly interfaces with vendors, internal and external customers to negotiate terms and resolves issues.
- Assists in preparing and coordinating competitive solicitations (ITB, RFP, RFQ, etc.) for facilities management projects.
Secondary Job Functions
- Collaborate on the planning and execution of facility improvement projects and space planning.
- Identify and manage capital projects and multiyear planning of such.
- Manage communications with key stakeholders, including cross-functional teams and external vendors, to align deliverables, schedules, costs, and meeting plans.
- Reviews facility-related budget reports, monitors spending, assists with budget preparation and forecasting, year-end processes, and tracks key performance indicators (KPIs) related to purchasing, vendor management, and budget.
- Other duties as assigned.
Knowledge, Skills, and Abilities
- Strong self-motivation with collaborative skills to lead through influence, work independently, and prioritize effectively with minimal supervision.
- Ability to effectively communicate with internal customers and external vendors.
- Strong problem solving and critical thinking skills.
- Ability to build relationships, influence change, and collaborate across diverse teams.
Credentials and Experience
- Bachelor’s degree in related field preferred.
- 2 years’ experience in facilities management, preferably in a healthcare setting.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Fluent in English.
Physical Demands
- Must be able to sit (frequent), stand (frequent), walk (frequent), bend over (frequent) and type on keyboard (frequent)/
- Ability to communicate in person and by phone (frequent).
- Physical ability to retrieve and file records in a (6-7 shelf) file cabinet (occasional).
- Must be able to independently lift 25 lbs. (occasional).
Work Environment
- Primarily in-office role with some limited opportunities for hybrid schedule.
- Travel between OGG Locations required on a routine basis.
Equal Opportunity Employer
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