Facilities Operations Coordinator

2 weeks ago

Boca Raton Florida, United States Sage Dental Full time
About the Role

Sage Dental is seeking a highly skilled Facilities Coordinator to join our team at our Support Center in Boca Raton, FL. As a key member of our facilities management team, you will be responsible for the management of contractors and vendors, ensuring the upkeep of our facilities and maintaining a high level of service to our patients.

Key Responsibilities
  • Manage and maintain relationships with contractors and vendors to ensure timely and cost-effective completion of repairs and maintenance.
  • Review and approve quotes, bids, and invoices to ensure compliance with company standards and budget.
  • Monitor and maintain the facilities department ticketing system to ensure efficient tracking and resolution of issues.
  • Make daily decisions to best serve the needs of the business, within budget.
  • Oversee contractors and vendors to resolve repair and maintenance issues at Sage Dental facilities.
  • Respond promptly and follow up consistently to support overall success and workflow efficiency.
  • Vendor and supplier selection, relationship management, and assessment of cost, level of service availability, to efficiently serve the needs of the business.
  • Independently manage small capex remodels, minor remodel work, painting jobs and other miscellaneous improvements.
  • Qualify the scope, means, methods, schedule, etc. to ensure the needs of the business are met and with a proper plan to implement the facilities plan of Sage Dental locations.
  • Ownership of repairs or maintenance of the support center (corporate office).
  • Manage, or take ownership of support center corporate services for facilities and replenishment vendors.
  • Adherence to Sage Dentals standards for replacement design and branding image elements.
  • Subcontractor appropriation and the ability to pivot to other vendors as needed.
  • Evaluate and monitor contractors, vendors, and suppliers and ensure they are performing up to Sage's standards.
  • Work with the facilities management leadership team to ensure materials/services are obtained at competitive rates.
  • Approve and verify accuracy of facility invoices submitted by contractors, vendors, and suppliers.
  • Maintain and monitor any preventative maintenance programs relating to recurring services.
  • Invoice reconciliation, review, and approval of vendor pay requests.
  • Visit offices/sites when required to evaluate work under construction, punch lists, and/or issues negatively impacting practice operations.
Requirements
  • 3+ years' experience in a comparable role.
  • Bachelor's degree preferred (not required); High school diploma or equivalent required.
  • Multi-unit or multi-location facility management experience is preferred (not required).
  • Ability to read / interpret construction drawings, service level agreements, contracts, material specifications, governing regulations, codes, and technical manuals.
  • Possess strong attention to detail and the ability to successfully solve complex problems.
  • Effectively multitask while staying organized.
  • Critical thinking, ability to organize, prioritize and manage multiple projects with overlapping deadlines.
  • Capacity to work independently or within a team environment, follow direction, trouble shoot and meet goals and objectives.
  • Strong communication and negotiating skills.
  • Must be able to travel periodically (10% travel) to perform site assessments and assess prioritization needs.

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