Facilities and Safety Assistant

Orthodontic Experts Management LLC•Des Plaines, IL

1d•Onsite

About The Position

Orthodontic Experts is seeking a Facilities and Safety Assistant to coordinate administrative workflows and physical checklists that help maintain safe, compliant, and well-documented corporate properties. The role supports multiple locations through on-site safety audits, key-control inventory checks, climate monitoring against OSHA-recommended guidelines, minor facility-layout updates, compliance vendor documentation, and tracking property inspection deadlines. The position is full-time and non-exempt, based at 1700 W Higgins Rd, Suite 320, Des Plaines, Illinois, with travel to company locations. The schedule is Monday through Friday, 8:00 AM to 5:00 PM, with flexibility required. The work takes place in a fast-paced, service-oriented environment with frequent interaction with clinical and administrative teams.

Requirements

Strong foundational knowledge of corporate safety documentation, audit workflows, and compliance processes.
Experience using data portals, security information systems, compliance tracking platforms, or similar enterprise software.
Basic digital image manipulation skills for facility layouts and floorplans, or the ability to delegate technical design tasks effectively.
Excellent written and verbal communication skills, including cross-functional coordination with HR, IT, and Facilities and instructional coaching for field managers.
Strong attention to detail and ability to gather evidence, evaluate data telemetry, and reconstruct incident timelines.
Valid driver’s license.
Ability to pass a Motor Vehicle Record (MVR) check.

Nice To Haves

Active OSHA 30-Hour General Industry certification.
OSHA Construction Industry certification or equivalent experience reviewing architectural blueprints and mechanical drawings.
Experience coordinating repairs, installations, or hardware lifecycles with external service providers such as security technicians or municipal inspectors.

Responsibilities

Monitor security-system outage alerts, record verified outages lasting five minutes or longer in the internal Risk and Incident Database (GRC), and escalate outages lasting 20 minutes or longer to IT and Facilities heads.
Review monthly security-system reports for connection quality below “Excellent,” offline cameras, less than 30 days of footage, and cloud-storage discrepancies.
Review alarm alerts and complete incident forms for verified alarms involving emergency dispatches.
Contact clinic teams to verify water and temperature alerts and track bypassed systems, notifying the Operations Manager when a system remains bypassed beyond the standard window.
Process basic user-access requests and distribute training materials to new application users.
Print ID badges, update visitor logs, resolve badge service tickets, conduct monthly physical inventory of HQ visitor badges, and retrieve badge-portal activity data for HR upon request.
Flag immediate hazards identified in facility or fleet accident forms for supervisors.
Request and download security footage, dispatch logs, and municipal reports; gather driver telemetry and documentation for at-fault vehicle accident files.
Conduct monthly key inventory checks and use checklists to audit site lighting, plumbing, and emergency signs.
Monitor thermostats against established climate-control standards and submit maintenance tickets for environmental failures.
Monitor vehicle connectivity and flag drivers with scores below 90 for review.
Make minor image updates to facility layout files using architectural drawings.
Track upcoming compliance dates for property extinguishers, sprinklers, and fire alarms.
Gather and route facility security, compliance, and life-safety vendor invoices for payment.
Perform other duties as assigned.

Benefits

Company vehicle, contingent upon successfully passing a Motor Vehicle Background Check.
Paid time off.
Holiday pay.
Medical, dental, vision, and life insurance.
Accident insurance.
Short-term disability.
Long-term disability.
Employee Assistance Program.
Health Savings Account.
Dependent Care Account.
401(k) and matching.
Pet insurance.
Tuition Assistance Program.
Identity Theft Protection.
MetLife Met Law Legal Insurance.
Free and discounted orthodontic treatments.