Facilities Manager

SSH Real Estate•Philadelphia, PA

just now•Onsite

About The Position

The Facilities Manager is responsible for overseeing day-to-day facilities operations across a multi-site healthcare and nonprofit portfolio. This role directly supervises maintenance technicians and ensures that all assigned properties are maintained in a safe, compliant, and operationally sound condition to support uninterrupted programmatic services. The Facilities Manager serves as a subject matter expert for building MEP systems, life safety, balancing in-house maintenance functions with vendor oversight to protect organizational assets, reduce risk, and support the organization’s mission.

Requirements

Bachelor’s degree or equivalent experience in Facilities Management, Building Systems, or a related field.
Minimum of 10 years of facilities management experience.
At least 5 years of supervisory experience managing maintenance staff, contractors & vendors
Knowledge of plumbing, electrical, HVAC, roofing, and other aspects of construction and renovation
Working knowledge of healthcare building systems, life safety, and emergency response requirements.
Strong understanding of safety, compliance, and risk management principles.
Ability to read and interpret drawings, specifications, and technical documentation.
Proficiency with computerized maintenance management systems (CMMS) and standard office software.
Skilled in negotiating contracts
Construction estimating & Capital planning
Understands security systems including card access, burglary alarm & video surveillance
Ability to prepare and manage staff and schedules
Experience managing a geographically dispersed, multi-site portfolio.

Responsibilities

Directs, implements and/or oversees preventive, corrective, and emergency maintenance across multiple healthcare and nonprofit facilities.
Creates staffing plans, directly supervise maintenance technicians including scheduling, daily work assignments, training, performance management and setting and overseeing priorities
Manage workforce planning to ensure adequate coverage across a geographically dispersed portfolio.
Weekly review of all outstanding work order tickets to ensure work is being assigned and completed in a timely manner
Ensure staff adhere to safety protocols, infection control requirements, and standard operating procedures.
Facilitates & administers facilities management & operations policies, processes & procedures.
Provide hands-on technical support and mentorship to maintenance staff as needed.
Ensure continuous operation of critical building systems including HVAC, electrical, plumbing, medical support infrastructure (including log trackers for medical refrigeration), fire/life safety, and security systems.
Conduct routine site inspections to identify deficiencies, deferred maintenance, and risk exposure.
Coordinate rapid response to facilities issues that could impact client care, staff safety, or program delivery.
Ensure response to work orders and service requests in a time manner, prioritizing tasks based on operational and safety needs.
Perform routine maintenance, repairs and minor renovations
Implements technology solutions (work order system, BAS systems, CCTV, card access overseeing implementation ensuring work meets established SLA’s
Directs capital improvements
Manages space requests for new staff including relocations and reporting space changes.
Manages completion of Landlord work ensuring lease requirements are met
Manages moves, relocations and decommissioning
Responds to emerging facility and emergency issues
Manages physical security including card access and security systems, ensuring uninterrupted service and proper staff and client access
Respond to after-hours emergency calls from property managers and programs.
Manages and oversees any assigned vehicle fleet, including vehicle assignments, usage tracking, maintenance coordination, compliance with organizational policies, and timely reporting of issues or incidents.
Support compliance with healthcare-related regulatory requirements and standards, including life safety, environmental health, and emergency preparedness.
Participate in inspections, audits, and surveys, and ensure timely correction of identified deficiencies.
Maintain documentation related to inspections, preventive maintenance, and corrective actions.
Partner with Risk Management and Safety teams to identify, track, and mitigate facilities-related risks.
Negotiates & Manages vendors and contractors providing specialized services, inspections, and repairs.
Manages Procurement & Contracting process for facility purchases ensuring compliance with procurement policies and appropriate approvals are in place in coordination with end users and Finance.
Review scopes of work and ensure contractor performance aligns with healthcare safety, infection control, and compliance standards.
Verify contractor credentials, insurance, and safety compliance before work begins.
Completes annual capital budget projections based on site visits and assist in developing and managing facilities maintenance budgets for a multi-site portfolio.
Reviews and monitors operating expenses, identifying efficiencies while ensuring patient safety and regulatory compliance are not compromised.
Complete inspections, tracks building assets, equipment, and maintenance histories to support long-term capital planning.
Serve as a primary facilities contact for site leadership and program teams.
Communicate maintenance activities, service disruptions, and risk issues clearly and proactively.
Escalate significant facilities risks, trends, or system failures to senior leadership promptly.