Director Of Facilities at HealthPoint

Description

BASIC FUNCTION

The Director of Facilities at HealthPoint provides strategic leadership and is responsible for the overall management and maintenance of all HealthPoint facilities. This leadership role plans, organizes, and coordinates all facility-related activities, encompassing building operations, maintenance, safety, and security programs across all locations. The Director of Facilities ensures each site is safe, compliant, and optimally functioning to support high-quality patient care and a positive environment for staff and visitors. This position also leads long-term capital improvement planning, facility compliance initiatives, and emergency preparedness efforts, aligning all facilities management activities with HealthPoint’s mission and strategic goals.

PRIMARY RESPONSIBILITIES AND DUTIES

1. Facilities Operations & Maintenance:
   1. Oversee the day-to-day operations and maintenance of all HealthPoint facilities, ensuring each site is well-maintained, safe, and fully functional to support healthcare services.
   2. Develop and implement a comprehensive facilities management plan, including preventive maintenance schedules, equipment replacement plans, and regular facility inspections.
   3. Ensure timely coordination of repairs (routine and emergency) across all sites, with minimal disruption to clinic and pharmacy operations.

2. Maintain a Safe and Clean Environment:  
   1. Ensure all facilities are well-maintained, clean, safe, and sanitary, creating an environment conducive to quality patient care and services
   2. This includes implementing standards for cleanliness and routinely addressing any facility-related hazards or issues promptly.

3. Preventive Maintenance:
   1. Schedule and manage routine preventive maintenance for all building systems and equipment.
   2. Establish maintenance cycles and checklists so that HVAC, generators, electrical systems, medical equipment, and other critical systems are serviced regularly to prevent downtime
   3. Conduct regular facility inspections to identify potential maintenance or safety issues and address them proactively

4. Vendor and Contractor Management:
   1. Manage all vendor and contractor relationships related to facilities. Coordinate and oversee work by external service providers – such as janitorial services, HVAC and equipment technicians, plumbers, electricians, security contractors, landscapers, etc. – ensuring that work is completed to contract specifications and quality standards
   2. Negotiate service contracts and monitor vendor performance to achieve cost-effective maintenance and repair outcomes.
   3. Oversee procurement and contracts for maintenance services, repairs, and construction projects, ensuring quality work and cost-effective terms.

5. Administrative & Financial Management:
   1. Prepare and manage the Facilities department’s operating and capital budgets.
   2. Monitor expenditures for maintenance, repairs, and projects, ensuring budgetary compliance and seeking cost-saving opportunities without compromising quality or safety.
   3. Maintain accurate documentation and records for all facilities operations, including maintenance logs, inspection reports, asset inventories, warranties, and vendor contracts.
   4. Provide regular reports and data-driven recommendations to executive leadership on facility performance, resource utilization, and needed improvements or investments.

6. Compliance, Safety & Emergency Preparedness:
   1. Ensure all facilities adhere to health, safety, and environmental regulations, including OSHA standards and applicable healthcare facility guidelines.
   2. Develop, implement, and regularly update facility policies and procedures to maintain compliance (e.g. life safety codes, fire safety, hazardous materials handling).
   3. Oversee facility-related safety programs and coordinate emergency preparedness plans and drills for events such as fires, natural disasters, or other emergencies. Act as a key leader in creating a safe environment for patients, staff, and visitors across all HealthPoint locations.
   4. Establish and maintain compliance with applicable NFPA Life Safety Code (NFPA 101), Health Care Facilities Code (NFPA 99), CMS/HRSA physical environment expectations, and local building and fire codes. Ensure systems such as fire alarms, suppression systems, emergency lighting, and egress routes meet current standards and are inspected, tested, and maintained as required.
   5. Coordinate and document annual life safety inspections, corrective action plans, and staff training related to fire protection, emergency egress, and healthcare environment safety. Collaborate with regulatory agencies, local fire authorities, and facility surveyors to ensure continuous compliance and readiness for inspections or audits.
   6. Oversee building security systems (alarms, access control) and address safety issues such as fire prevention, incident reporting, and infection control measures related to the physical environment

7. Facilities Planning and Projects:
   1. Collaborate with executive leadership on planning and executing facility improvements, renovations, and new construction or expansion projects.
   2. Lead facility planning initiatives and capital improvement projects to support long-term organizational growth.
   3. Identify and prioritize facility needs (e.g. expansions, remodeling, new clinic build-outs) in collaboration with clinic leadership and other stakeholders.
   4. Develop project scopes and capital budgets, and oversee execution of renovations or construction projects from inception to completion. Ensure all projects are completed on schedule, within budget, and in compliance with building codes, healthcare regulations, and quality standards.

8. Fleet Management:
   1. Oversee the management and maintenance of HealthPoint’s vehicle fleet, which includes approximately 12 company cars and 2 mobile clinic units (mobile medical and dental clinics).
   2. Establish and maintain maintenance schedules for all clinic-owned vehicles, ensure regular servicing and inspections, and keep records of vehicle conditions
   3. Maintain vehicle records and ensure all fleet assets are properly licensed, safe to operate, and readily available to support patient care and organizational needs.
   4. Ensure that the mobile clinics are operationally ready, properly equipped, and compliant with any transportation regulations for healthcare mobile units.

9. Team Leadership and Development:
   1. Supervise and mentor Facilities staff, fostering a positive and productive work environment.
   2. Assign tasks and projects, set clear performance expectations, and ensure staff are trained in safety procedures and proper use of equipment.
   3. Conduct regular team meetings and training sessions to promote teamwork, accountability, and continuous improvement.
   4. Handle staffing decisions such as hiring, scheduling, and performance evaluations, and support the professional development of the team to meet evolving facility needs.
   5. Foster a culture of safety, accountability, and continuous improvement among the maintenance team.

10. Logistics and Courier Services:  
    1. Oversee internal courier services and logistics for inter-office deliveries and the transport of supplies or equipment between sites.
    2. Ensure the courier schedule meets the needs of all clinics and that materials are transported securely and efficiently.

11. Serve as a key member of the operations leadership team, working closely with the COO to align access strategies with HealthPoint’s mission and goals

MISSION, VISION, AND VALUES

1. Empathy – Focuses on understanding and respecting the diverse needs and backgrounds of our patients, guests, and colleagues. Treats everyone with respect, dignity, courtesy, and inclusivity, fostering a workplace culture that values different perspectives and experiences.
2. Excellence - Maintains integrity in all work-related activities, upholding high ethical and safety standards. Strives for excellence in job performance, consistently meets and exceed expectations.
3. Enjoyment – Actively seeks feedback and accepts constructive criticism as part of the commitment to learning and professional growth. Approaches work with gratitude and a willingness to improve, contributing to personal and organizational development.
4. Commitment to Patient/Customer Service - excels in patient/customer service, demonstrating effective communication skills, active listening, and prompt responses to inquiries and concerns. Handles challenging situations with tact and diplomacy, ensuring timely resolution of problems and consistently creating positive patient/customer experiences.

CULTURE

1. Gratitude - Maintains a positive attitude and appreciative mindset that fosters a sense of well-being in self and others.
2. Collaborative Teamwork - Demonstrates flexibility, enthusiasm, and a willingness to work effectively with others in an inter-professional team to support organizational activities. Encourages the professional development of team members when opportunities arise.
3. Quality Improvement - Actively participates in team efforts to drive continuous improvement initiatives aimed at enhancing quality standards, processes, and outcomes.
4. Accountability - Consistently follows regulatory guidelines and HealthPoint policies and procedures. Takes responsibility for and addresses mistakes and errors in a constructive manner.

Qualifications

QUALIFICATIONS:

GENERAL PROFESSIONAL DEVELOPMENT

1. Organizational Skills - Displays more advanced organizational skills in an administrative capacity in order to organize projects or the work of others. 

2. Problem Solving Skills - Devises effective solutions to situations encountered based on the general goals and objectives of the healthcare administrative function. 

3. Communication Skills - Able to effectively communicate opinions drawn from conclusions using inference and logic. 

4. Critical Thinking Skills – Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.  

5. Problem Resolution - Resolves conflicts that may arise because of disagreements between employees, between employees and customers/clients, or with the public, other legal entities or governmental authorities.
6. Math Development - must be able to solve mathematical problems and understand statistics. 

PROFESSIONAL/TECHNICAL KNOWLEDGE, SKILLS & ABILITIES

1. Education

1. Preferred: Bachelor’s degree in Facilities Management, Construction Management, Engineering, Business Administration or related field (an equivalent combination of education and extensive facilities experience may be considered in lieu of a degree).
2. Required: High school diploma or equivalent

2. Experience

1. Preferred: 5 or more years of experience strongly preferred, with the majority of that time in facilities management, building operations, or a related field, including at least 2 years in a supervisory or leadership role managing staff or contractors.
2. Required: At least 2 years of experience in facilities management, building operations, or a related field.

3. Professional / Technical Knowledge
   1. Knowledge of OSHA regulations and workplace safety standards relevant to healthcare facilities. Familiarity with other regulatory compliance areas such as ADA requirements, fire/life safety codes, and environmental regulations.
   2. Experience using a Computerized Maintenance Management System (CMMS) or similar facilities/work order management software to schedule preventive maintenance and track maintenance requests.
   3. Experience managing facilities in a healthcare or clinical environment and/or overseeing multiple sites. Understanding of the unique requirements of medical clinics (e.g. infection control, medical equipment facilities needs) is a plus.

LICENSES & CERTIFICATIONS

1. Required:  Valid state Driver’s License
2. Preferred:  Professional certification in Facilities Management (such as IFMA’s Certified Facility Manager (CFM) or Facility Management Professional (FMP)), Building Operations, or related areas.