Facilities Operations Coordinator

6 days ago

Warwick, Rhode Island, United States Ortho Rhode Island Full time

About Ortho Rhode Island

Ortho Rhode Island, partnered with Spire Orthopedic Partners, boasts a state-of-the-art facility serving patients in Rhode Island and surrounding communities. Our team is dedicated to delivering exceptional patient care and experience, guided by our core values: delivering on our word, respecting each other, innovating in orthopedics, valuing every individual, and engaging our community.

Job Summary

The Facilities Manager will oversee the physical plant, HVAC and mechanical systems, building maintenance, accreditation and compliance requirements, and serve as liaison to our vendors and partners. This role will focus on all aspects of our operational assets, including the 300 Crossings ASC and Clinic, as well as our satellite and administrative locations.

Main Responsibilities

  • Oversight of 300 Crossings maintenance and physical plant.
  • First response to HVAC, plumbing, and electrical issues.
  • Point of contact for cleaning company.
  • Oversight of daily, weekly, and monthly PMs.
  • Development and Maintenance of PM system.
  • Coordinate and manage facility repairs and maintenance by collaborating with technicians, vendors, and contractors.
  • Serve as point of contact in relation to facilities at the Ortho RI satellite locations.
  • Routine observation of 3 MRI chiller systems.
  • Fire alarm and controls compliance inclusive of quarterly and annual fire drill programs.
  • Elevator maintenance oversight and management.
  • Maintain up-to-date hard copy compliance binders for all PM and inspection reports.
  • Emergency Facility Contact for the practice.
  • Oversight of Shipping & Receiving.
  • Identify any facility issues and escalate to the executive team in a proactive manner.
  • Maintain positive team relationships and conduct meetings on unresolved facility issues.
  • Prepare and manage capital projects, operating budgets, and variance reports and manage a monthly P&L.
  • Perform facility inspections for quality assurance following local, state, and federal regulations.
  • Suggest operational efficiencies, repairs, and upgrade opportunities.
  • Manage environmental health and safety procedures for facilities.
  • Oversee vendor relationships and invoicing procedures. Review price quotes for the procurement of parts, services, and labor for projects.
  • Conduct process and procedure training on maintenance, repairs, and safety best practices.
  • Apply knowledge to help achieve team and departmental objectives.
  • Key Performance Indicators – Metric Monitoring
  • Incident Reporting
  • Building Key Management in conjunction with Human Resources
  • Participate in development of annual budget and key metrics.
  • Special projects and other duties

Responsibilities Related to Practice Operations and Facilities

  • Communicate and implement Ortho RI policies and procedures.
  • Serve as liaison during audits including (DOH, CMS, vendor tours, facility management groups)
  • Schedule office cleanings and request completion of any necessary maintenance work.
  • Responsible for ensuring all equipment is maintained appropriately.
  • Ensures confidentiality in all proprietary matters.
  • Participate in ORI committees and work teams as requested.
  • Demonstrates awareness and compliance with HIPAA and OSHA regulations.

Performance Requirements

Knowledge:

  1. Excellent computer skills
  2. Basic HVAC, plumbing, and electrical knowledge.
  3. Property Management and Work Order System
  4. Microsoft Suite (including Outlook, Word, Excel, Calendar)
  5. Provide day-to-day operational guidance.

Abilities:

  1. Embracing Ortho RI's mission and vision through friendly and patient-oriented service
  2. Demonstrate excellent teamwork, organizational, and communication skills.
  3. Adheres to processes, while looking for opportunities for innovation and improvement
  4. Critical thinking skills and deliberate decision making.
  5. Takes Initiative and manages up.
  6. Team player.

Work Environment and Physical Demands

This job operates at Ortho Rhode Island, 300 Crossing Blvd. Works in all areas of the hospital with some exposure to unpleasant odors, dirt, and dust. May be required to work outside and off-site locations. Working environment exposes incumbent to heat chemicals and a variety of light and heavy equipment. Any potential hazard is minimized by adherence to safety procedures and use of protective clothing and equipment.

Requires mobility, frequent walking, standing, and sitting, some bending, stooping, and stretching, and periodic lifting of up to 50 lbs.

While performing the duties of this job, the employee is regularly required to converse and hear.

Requires normal (corrected) vision.

Requires coordination and manual dexterity sufficient to operate office equipment.

This is a full-time position. The hours will typically range from 7:00 am to 5:30 pm and may be subject to change based upon access requirements at locations.

No overnight travel is expected for this position. There may be occasional local day travel to Company Divisions.

Required Education and Experience

  1. BA or BS preferred.
  2. Five years of support staff and/or medical records experience preferred.
  3. Any combination of education, training, and experience that demonstrates the ability to perform the duties of the position.
  4. Experience with Electronic Medical Records

Salary Estimate: $60,000 - $80,000 per year

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