Purpose

Coordinate facilities purchasing, maintenance, repair and services. Maximize facilities resources and ensure facilities are proactively  and well maintained. Work to provide a safe, pleasant and comfortable environment for staff, patients and tenants. Work in  partnership and joint accountability with other team members to achieve Neighborcare’s Mission, Guiding Principles and goals.

 

Neighborcare Health offers a robust benefit package including health insurance, paid time off, holiday pay, retirement pet insurance, and more!   This position is eligible for the Staff Referral Program. 

Key Responsibilities

In this position you will  

Develop effective and supportive relationships with internal and external customers. Manage Facilities vendor relationships and oversee Facilities purchasing needs. Actively seek ways to minimize cost, maximize efficiencies and resources. Coordinate vendor solicitation and selection. Conduct Request for Proposal (RFP) processes. Onboard new vendors, maintain appropriate documentation and communicate changes to staff as appropriate. Monitor vendor compliance. Ensure services and materials provided are high quality and vendors consistently meet expectations. Work with vendors and staff to resolve any issues. Coordinate development, implementation and maintenance of supply and equipment formularies. Place orders as needed. Coordinate selection of standard equipment and furniture. Place orders, track equipment inventories, coordinate installation and training. Coordinate the ordering work of other staff. Communicate clear expectations and track compliance. Review purchase histories and other data to inform purchasing practices. Perform initial reviews of Facilities proposals and agreements, flag potential concerns and recommend appropriate revisions. When requested, negotiate modifications with other parties. Reconcile, assign proper coding and process invoices for payment. Ensure charges are appropriate, work with vendors to resolve any discrepancies. Track Facilities details, to include topics like contract and insurance compliance. Work with other team members to coordinate department presence on Neighborcare intranet. Assist in the creation, implementation and maintenance of Facilities documents and systems. For instance policies and procedures, forms, templates, reports. Maintain comprehensive electronic and hard copy files in shared storage locations according to established structure and naming conventions. Maintain surplus furniture and equipment inventory, coordinate re-purposing surplus items and advise appropriate internal teams regarding changes. Coordinate group purchasing organization participation and documentation. Assist in the development of operating and capital budgets, compiling information from recent purchases and gathering vendor input as warranted. Track expenses relative to budgets and compile backup documentation for grant sources and others. Maintain department records related to insurance. Participate in review and tracking insurance limits. Coordinate Facilities related claims detail. Coordinate capital and operating procurement, maintenance and repair projects (i.e. clinical equipment, flooring replacement, painting). Solicit vendor bids, onboard new vendors, assess scope and detail to ensure appropriateness. Propose projects for capital budget approval.

Other Responsibilities

Provide coverage for other Facilities Coordinator roles as needed. Coordinate facility resources, with the goal of keeping facilities and systems well maintained and supporting operations in a predictable and responsive manner. Appropriately prioritize needs. Ensure facilities standards are maintained. Dispatch facilities technician staff. Ensure work orders are clear, provide additional instruction as needed and ensure technicians are positioned with the right resources (tools, materials, time) to complete work orders successfully. Follow up as warranted. Outsource maintenance and repair work as appropriate to contractors, vendors and landlords. Coordinate their work and ensure they provide quality work in a cost effective and safe manner. Proactively communicate with managers, staff and tenants regarding scheduling, status, options, cost, etc. Maintain facilities maintenance database. Create, maintain and distribute facilities reports. Monitor work order volumes and turnarounds, notifying facilities leadership of any potential concerns. Respond to tenant requests for maintenance and repair. Ensure lease compliance and maintain proper documentation regarding the same. Obtain written landlord approval for improvements, maintenance and repairs as needed per lease terms and maintain appropriate documentation. Manage service and materials vendor relationships. Solicit bids, onboard new vendors, implement transitions from current to new vendors, and work with vendors and staff to address issues and complaints to ensure vendors provide quality work and/or materials in a cost effective and safe manner. Maintain the preventive maintenance schedule for each facility. Ensure preventive maintenance is carried out in a timely and cost effective way. Maintain appropriate documentation. Complete tasks related to new construction, renovation and other facilities projects as needed. Perform other duties as assigned.

Key Skills, Knowledge, & Abilities

Required for this job:

Working knowledge of commercial facilities procurement practices, ideally in a healthcare setting Working knowledge of facilities maintenance, repair and dispatch of technicians and vendors. Working knowledge of leases and landlord/tenant relationships preferred. Ability to build positive relationships with managers, staff, vendors, tenants and landlords. Ability to display consistent professional and ethical conduct and maintain confidentiality at all times. Ability to remain calm and professional when faced with difficult situations and emergencies. Ability to work well with diverse people. Ability to develop, implement and maintain organized and efficient systems, processes and documentation. Ability to perform basic computer functions in databases, email, internet, word processing and spreadsheets. Ability to demonstrate excellent verbal and written communication skills and strong customer service skills. Ability to read, write and communicate well in English and understand basic math. Ability to organize and problem solve. Good attention to detail and ability to multitask while performing job duties under high levels of activity and a variety of conditions. Ability to prioritize and follow through. Ability to meet and comply with HIPAA/Confidentiality policies and procedures. Ability to work independently or as part of a team. Ability to work with supervision, receiving instructions/feedback, coaching/counseling and action/discipline. Ability to demonstrate system thinking.  

 Required qualifications: 

 High School diploma or equivalency Valid Washington State driver’s license Reliable automobile and appropriate auto insurance Reliable smartphone with voice, text, photo and email access.

 

Preferred: College Education  

Preferred qualifications: College education

Years of Relevant Experience Required: 

2-years experience coordinating facilities purchasing, maintenance, repair and dispatch of vendors 

Years of Relevant Experience Preferred  

2 years experience coordinating dispatch of in house maintenance technicians 

 

Our Mission
The mission of Neighborcare Health is to provide comprehensive health care to families and individuals who have difficulty accessing care; respond with sensitivity to the needs of our culturally diverse patients; and advocate and work with others to improve the overall health status of the communities we serve.

About our Service Commitments
Our service commitments were created by staff members, leaders, board members and patients.  We use these as a guide and expectation for how we treat our patients and each other.  You may learn more about our service commitments here, https://neighborcare.org/about-us/service-commitments/

Serving patients Serving each other A warm welcome Caring Respect Working together Trusting Relationship

About us
For 50 years, Neighborcare Health has been caring for our neighbors with essential medical and dental care, counseling, outreach, health education and more in Seattle,  and Vashon, and our newest dental clinic in Olympia!  Our purpose is to improve health by engaging, educating, and empowering people in the communities we serve.  We are looking to hire the best talent to support our culturally diverse workplace and community. 

Compensation 

The wage range for this position is minimum $26.50 up to $37.03 maximum.  Compensation will be determined based on years of relevant experience.

Union:  No

Full job description will be provided during the interview process.