Materials and Facilities Manager

NFH•Louisville, KY

About The Position

At Network for Hope (NFH), the Materials and Facilities Manager is responsible for managing a cost-efficient and effective purchasing program that assures appropriate acquisition and utilization of NFH's assets for all contracts, medical, cleaning, and office supplies, while ensuring compliance with accreditation and regulatory standards. The position is also responsible for all NFH property, both owned and leased, assuring effective and cost-efficient oversight of all NFH facilities.

Requirements

A high school diploma or equivalent is required.
3-5 years of management of materials or facilities required.

Nice To Haves

Bachelor's degree in Supply Chain Management or Project Management is preferred.
Extensive experience in a related field may be considered based on experience in place of a degree.
Experience in organ and tissue procurement operations is desired.

Responsibilities

Acts as the primary point person for facilities management to ensure general building operations are maintained in excellent working condition.
Ensures necessary maintenance contracts are in place and supervises all building and maintenance agreements.
Coordinates scheduling of regular building maintenance and ad-hoc maintenance or repairs.
Coordinates furniture and office equipment needs.
Serves as designated contact between NFH and vendors related to facilities and building services.
Establishes a building safety program to include all internal inspections such as fire extinguishers, sprinkler systems, and heads.
Conducts semi-annual fire drills for all NFH offices that house more than 25 employees.
Prepares an annual assessment of NFH facilities/properties and makes recommendations for capital expenditures related to facility/property management.
Responsible for monitoring and documentation of all equipment monitoring activities including, but not limited to, fire alarms, freezer/refrigerator temperature monitors, etc.
Attends annual training through the American Hospital Association (AHA) or similar organization on effective property risk management.
Oversees construction and renovation projects for NFH facilities.
Develops and manages project scopes, reports, contracts, and schedules.
Manages project progress and adapts work as required.
Conducts project reviews and prepares detailed reports for executive staff.
Works collaboratively with architects, general contractors, and subcontractors to ensure effective communication and resolution of project challenges.
Serves as the primary purchasing agent with outside suppliers to secure sufficient quantities of supplies and equipment at optimum pricing.
Utilizes a bid process with multiple vendors when appropriate.
Places and tracks orders to ensure timely delivery.
Investigates and resolves discrepancies of goods received upon notification.
Ensures sufficient quantity of office and clinical supplies in accordance with pre-established limits.
Solicits and negotiates vendor contracts, analyzing costs and ensuring value.
Oversees receipt, quarantine, inventory, and stocking of clinical and non-clinical supplies.
Supports inventory control coordinators to ensure supplies are available on an as-needed basis.
Maintains accurate reporting systems to support cost management and loss prevention.
Ensures adequate inventory levels are established and maintained.
Provides timely reports to management, including annual cost-savings analyses using historical and AOPO data.
Makes recommendations to reduce costs, improve quality, and update systems.
Performs scheduled inventory counts to verify physical inventory matches recorded data.
Reviews purchase order claims and contracts for compliance with company policy.
Participates in development of specifications for equipment, products, or substitute materials.
Assists with the development and establishment of instrument cleaning, wrapping, and sterilization processes.
Develops and implements training plans for all sterilization activities.
Serves as the primary contact for internal and external audits of sterilization practices at NFH.
Oversees NFH transportation solution.
Serves as primary contact point for fleet vehicle program.
Ensures proper maintenance is maintained on all vehicles.
Participates in the interviewing and hiring process for independent contractor drivers.
Collaborates with the Chief Financial Officer (CFO) and/or Executive Vice President to execute strategies that align with organizational goals.
Oversees the recruitment, hiring, orientation, and ongoing training of Materials and Facilities staff, ensuring competency and compliance with organizational standards.
Provides clear performance expectations, assesses employee performance, and offers constructive feedback to improve team performance, identifying necessary training and development opportunities.
Leads regular team meetings to discuss strategies, share best practices, and address challenges or opportunities for improvement.
Manages Facilities Department staff, including Materials Compliance Specialist, Facilities Technician, and other assigned team members.
Position may involve performing other duties as required, which may not be mentioned above. Specific functions may change from time to time.