Facility Operations Manager

Job Description

Job Description

HealthWorks for Northern Virginia is a non-profit Federally Qualified Health Center (FQHC) serving the medically underserved and uninsured populations of Northern Virginia. We provide quality medical, dental, and behavioral health care to all ages who might not otherwise be able to afford it. For more information about who we are and what we do, please visit www.hwnova.org.

Work Life Balance!! Competitive Salary and Benefits package includes a 401K Retirement Plan, Medical, Dental, Vision, Group Life, STD, LTD; Paid Time Off and 10 Paid Holidays.

HealthWorks is a mandatory flu vaccine organization.

Pay - $58,000/yearly

Definition

The Facilities Operations Manager is responsible for the day-to-day management, maintenance, safety, security, and operational readiness of all HealthWorks facilities. This position ensures that facilities are safe, clean, functional, compliant, and appropriately maintained to support patient care and organizational operations. The Facilities Operations Manager oversees preventive and corrective maintenance, facility inspections, work orders, building systems, vendors and contractors, environmental services, facility-related projects, and emergency repairs. The position serves as the primary point of contact for facility-related matters and works closely with the Director of Operations, Director of Quality & Risk, and other organizational leaders to address facility needs, support regulatory compliance, manage risk, and plan for current and future facility needs.

Roles & Responsibilities

Facilities Operations & Maintenance:

• Oversee the day-to-day operation, maintenance, and overall condition of all HealthWorks facilities.
• Serves as the primary point of contact for facility-related maintenance, repairs, building systems, safety concerns, and operational issues and ensures concerns are appropriately addressed through completion.
• Maintains accurate records of inspections, preventive maintenance, repairs, work orders, warranties, service agreements, facility expenditures, and other required documentation.
• Conducts routine rounds and inspections of all locations to identify maintenance, safety, cleanliness, appearance, and operational concerns and ensures appropriate corrective action.
• Develops, implements, and maintains a comprehensive preventive maintenance program for HealthWorks facilities, equipment, and major building systems.
• Coordinates the inspection, maintenance, repair, and servicing of HVAC, plumbing, electrical, water, and other building systems to support safe and efficient operations.
• Manages the facility work order process, including reviewing requests, establishing priorities, coordinating assignments, monitoring completion, and following up on outstanding or recurring issues.
• Prioritizes and coordinates emergency repairs and facility issues to minimize disruption to patient care and business operations.
• Performs minor facility maintenance and repairs within the scope of the position's training and expertise and determines when work requires a specialized or appropriately licensed contractor.
• Proactively identifies facility deficiencies, maintenance needs, safety concerns, and opportunities for improvement rather than relying solely on reported work orders or requests.
• Identifies opportunities to improve facility efficiency, conserve energy, reduce waste, control costs, and strengthen overall facility operations.

Vendor, Contract & Environmental Services Management :

• Manages relationships with vendors, contractors, landlords, building management, and other facility service providers.
• Oversees facility-related contracted services, including maintenance, janitorial, pest control, security, waste management, grounds maintenance, snow removal, and other services, as applicable.
• Establishes service expectations, monitors vendor performance and responsiveness, conducts appropriate quality checks, and addresses service deficiencies.
• Coordinates procurement of facility supplies, equipment, and services in accordance with HealthWorks purchasing requirements.
• Obtains and evaluates competitive quotes or bids for facility projects, equipment, and services in accordance with organizational purchasing requirements and makes recommendations based on cost, quality, operational need, and vendor performance.
• Reviews facility-related contracts and service agreements and monitors renewal dates, service requirements, and vendor performance.

Projects & Construction:

• Serves as the facilities liaison for construction, renovation, relocation, expansion, and facility improvement projects in collaboration with the Director of Operations.
• Coordinates contractors, vendors, schedules, facility access, project activities, and operational requirements associated with facility projects.
• Participates in contractor selection and bid review and monitors project schedules, costs, deliverables, and potential operational impacts.
• Reviews construction and renovation work to ensure completion in accordance with approved specifications, operational requirements, applicable codes, project schedules, and approved budgets.
• Communicates project progress, delays, risks, costs, and operational concerns to the Director of Operations and other appropriate leadership.
• Assists the Director of Operations with short- and long-term facility planning, including anticipated repairs, equipment and building-system replacement, renovations, capital needs, and facility improvements.

Safety, Security & Regulatory Compliance:

• Partners with the Director of Quality & Risk and other appropriate leadership to ensure facilities comply with applicable federal, state, and local requirements related to facility safety, OSHA, fire and life safety, building codes, and other regulatory requirements.
• Conducts routine facility safety inspections, identifies potential hazards or deficiencies, and coordinates corrective actions through completion.
• Coordinates required inspection, testing, servicing, and documentation of facility life-safety and emergency systems, including fire extinguishers, fire and sprinkler systems, alarms, emergency equipment, eyewash stations, and other applicable safety systems.
• Oversee facility-related physical security systems and building access in coordination with appropriate departments, including alarm systems, keys, access controls, security vendors, and identification of opportunities to strengthen facility security.
• Partners with the Director of Quality & Risk to develop, maintain, and implement facility-related emergency preparedness procedures, including evacuation plans, fire drills, emergency response protocols, and continuity needs.
• Coordinates with county personnel, landlords, emergency services, and other external partners regarding facility inspections, fire drills, and safety requirements, as applicable.
• Serves as a primary facility contact for urgent facility issues and may be required to respond to facility emergencies outside of normal business hours, including evenings and weekends.

Communication, Financial Management & Performance:

• Develops and manages facility work plans, preventive maintenance schedules, operational priorities, and corrective actions in collaboration with the Director of Operations.
• Communicates planned and unplanned facility interruptions, repairs, closures, utility disruptions, construction activities, and other conditions that may impact patient care or normal operations to appropriate leadership and affected employees in a timely manner.
• Tracks facility expenses and assists with development and monitoring of the facilities operating budget.
• Develops and monitors facility performance measures, including preventive maintenance completion, outstanding work orders, response and resolution times, recurring facility issues, vendor performance, inspection findings, project status, expenditures, and corrective action completion.
• Prepares regular reports and provides updates to leadership regarding facility conditions, significant repairs, projects, expenditures, risks, regulatory concerns, and operational priorities.
• Participates in organizational Quality Improvement, Risk Management, Safety, Emergency Preparedness, and other committees or initiatives as appropriate.
• Performs other duties as assigned