Job Summary
The Facilities Manager is responsible for the overall management, maintenance, safety, functionality, and regulatory compliance of all facilities operated by the orthopaedic practice, including physician offices, ambulatory clinics, imaging locations, physical therapy sites, administrative offices, and any owned or leased properties. This role oversees day-to-day facility operations across multiple locations and ensures a safe, efficient, patient-centered environment that supports clinical excellence and operational performance.
The Facilities Manager serves as the primary liaison for landlords, contractors, vendors, and internal leadership regarding facility-related matters and capital projects.
Duties and Responsibilities
Facilities Operations & Maintenance
- Oversee maintenance and repair activities for all practice locations, including HVAC, plumbing, electrical, lighting, roofing, security systems, elevators, generators, and building infrastructure.
- Develop and implement preventive maintenance programs to minimize downtime and extend asset life.
- Coordinate emergency repairs and after-hours facility response when needed.
- Conduct regular facility inspections to ensure cleanliness, functionality, safety, and compliance.
- Maintain facility documentation, warranties, service contracts, and maintenance records.
Multi-Site Property Management
- Manage both owned and leased properties across multiple locations.
- Serve as primary contact with landlords, property managers, and building engineers for leased spaces.
- Monitor lease obligations related to maintenance, repairs, utilities, tenant improvements, and compliance.
- Coordinate office relocations, expansions, renovations, and space planning projects.
- Support due diligence activities related to acquisitions, new site development, and facility transitions.
Regulatory Compliance & Safety
- Ensure compliance with OSHA, ADA, fire/life safety codes, infection control standards, and healthcare facility regulations.
- Coordinate environmental and workplace safety programs across all sites.
- Lead facility readiness efforts for accreditation and regulatory inspections.
- Maintain emergency preparedness plans, evacuation procedures, and business continuity support.
- Partner with clinical leadership to ensure patient care environments meet operational and safety standards.
Vendor & Contractor Management
- Source, negotiate, and manage relationships with contractors, service providers, and facility vendors.
- Oversee vendor performance, contract compliance, insurance requirements, and service quality.
- Obtain competitive bids for repairs, maintenance, and capital projects.
- Approve and monitor work performed to ensure timely completion and budget adherence.
Capital Projects & Construction
- Manage facility improvement projects, renovations, and equipment installations from planning through completion.
- Coordinate architects, engineers, contractors, IT, and clinical operations during project implementation.
- Track project schedules, budgets, permits, and inspections.
- Ensure minimal disruption to patient care and clinic operations during construction activities.
Budgeting & Financial Oversight
- Develop and manage annual facilities operating and capital budgets.
- Monitor expenses related to maintenance, utilities, repairs, and capital improvements.
- Identify opportunities for cost savings, energy efficiency, and operational improvements.
- Review and approve facility invoices and service agreements.
Security & Operational Support
- Oversee building access systems, alarms, surveillance, and physical security measures.
- Coordinate furniture, signage, storage, and office setup needs.
- Support disaster recovery and operational continuity initiatives.
- Collaborate with IT and clinical departments regarding infrastructure requirements for medical equipment and technology.
- Perform any other duties assigned
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Demonstrate our Core Values of being Patient Centered, Team Focused, Service Driven, Accountable, and Innovative every day
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May require travel to other locations
Requirements and Qualifications
- Bachelor’s degree in Facilities Management, Engineering, Construction Management, Business Administration, or related field preferred.
- Equivalent combination of education and relevant healthcare facilities experience considered.
- Minimum 5–7 years of facilities management experience, preferably in healthcare, ambulatory care, medical office, or multi-site operations.
- Experience managing both owned and leased commercial properties.
- Experience overseeing construction, renovations, and vendor management.
- Knowledge of healthcare regulatory requirements and safety standards is strongly preferred.
- Strong project management and organizational skills.
- Ability to manage multiple priorities across several locations.
- Knowledge of building systems, maintenance operations, and healthcare environments.
- Strong budgeting and contract negotiation abilities.
- Proficiency with CMMS/facilities management software and Microsoft Office Suite.
- Ability to respond effectively in urgent or emergency situations.
- Written and verbal communication skills required to effectively exchange information with team members
Physical Demands
- Regular travel between practice locations required.
- Ability to inspect facilities, climb ladders, and access mechanical areas as needed.
- Ability to lift up to 25 pounds occasionally.
- Availability for occasional evening or weekend emergencies/projects.
The pay range for this position is determined based on several factors, including the candidate’s years of experience, qualifications, training, licenses, designations, and the overall market conditions.
This job description does not state or imply that the duties and responsibilities listed are the only ones required of this position. Team members in this role will be required to perform other job-related duties at the discretion of the employer and may have additional duties assigned as necessary.
Excelsior Orthopaedics and Buffalo Surgery Center are committed to the full inclusion of all applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.
