Director of Facilities and Supplier/ Vendor Management

Job Classification: Director of Facilities and Supplier/Vendor Management

Reports To: Chief Operations Officer

FLSA Status: Exempt

Summary: Manage Heartland Health Outreach facilities, equipment, vehicles and related personnel. Oversight of leased and owned medical, dental, residential, and outpatient facilities and facilities’ infrastructure; overall responsibility for the coordination and oversight of building and program space; procuring the equipment and supplies necessary to keep programs functioning effectively and smoothly. The Director is responsible for supplier and vendor management needs of the organization.

Job Duties and Responsibilities:

Purchasing Management

  • Identify appropriate vendors for services and suppliers of goods. Develop and oversee vendor contracts, negotiate best terms and rates, and oversee contract performance.
  • Establish payment schedule and associated purchase orders. Handle payment discrepancies.
  • Create and oversee centralized procurement and inventory system for office supplies, and when needed, medical, dental supplies and medication. Develop protocols and procedures that guide the process.
  • Develop specifications for outside vendors and contractors that ensure their work is done to acceptable standards at the best cost. Identify preferred vendor or contractor for ongoing contracts and one-time contracts. Work with site contacts to ensure all work orders are completed within established guidelines.
  • Ensure grant and funding procurement compliance.
  • Collaborate with quality and compliance staff to ensure standards are met.

Facilities Management

  • Develop processes to ensure all owned and leased sites are in compliance with the lease agreement, city building codes and local, state and federal environmental and safety regulations are current and in compliance with OSHA and accreditation bodies (i.e. CARF, Medicaid). Work in concert with Director of Compliance and landlords of leased sites to ensure new regulations are adopted quickly.
  • Develop and maintain standard operating procedures to ensure all procedures, equipment, and physical plant infrastructure are routinely monitored and assessed to be free from dangerous or illegal conditions in leased and owned sites.
  • Provide inventory control for the organization, including but not limited to computer equipment, mobile devices and other electronic equipment and accessories, office and program supplies and other standard workplace equipment.
  • In collaboration with senior leadership team, design and manage internal renovations, moves, changes of offices and workstations. Lead the planning and execution of all major inter/intra moves.
  • Develop proactive strategies to prevent interruptions in operations from facility malfunction; provide oversight and continued management of repairs/upgrades/changes in facilities
  • Ensure that industry standards in pest abatement are implemented and maintained at all facilities,
  • Develop and manage written cleaning and maintenance standards and procedures. Develop and monitor preventative maintenance programs for all facilities. Oversee and ensure cleanliness and appearance of sites.
  • Resolve routine technology and office systems problems and route non-routine problems through appropriate channels.
  • Oversee facility mail services, including processing of incoming and outgoing mail and parcels shipping and receiving, supply distribution, and scheduling of messenger service.
  • Coordinate new hire onboarding and staff moves and office arrangements/set-up with regard to office space, furniture, equipment, supplies, keys, fobs, and other services.
  • Communicate status of ongoing IT projects to end-users in a timely and effective manner. Coordinate and implement the policies and procedures for the selection, ordering, delivery and installation of all IT purchases in conjunction with HABS IT.
  • Provide ongoing project management follow up when jobs are completed by vendors, assessing for satisfaction in design and implementation .
  • As needed, serve as a backup point person for all facility-related issues and emergencies.
  • Lead the facilities preparations for audits and accreditation visits.
  • In coordination with Corporate Risk Manager, ensure assets and property are identified on HHO insurance policy.
  • Ensure safety protocols for facilities, equipment, vehicles, and personnel are developed, operationalized and practiced in collaboration with quality, compliance and other key staff.
  • Responsible for the development of new facilities and program sites. Manage the startup and oversee utilization of facility space across all HHO programs.
  • Establish an ongoing, prioritized wish list for each facility to be used for budget spenddown and annual budgeting.

Customer Service:

  • Build and maintain positive working relationships with landlords. Meet with landlords on any ongoing basis to identify and review outstanding issues. Develop escalation procedures with landlords.
  • Build and maintain positive working relationships with vendors of building services.
  • Develop tracking mechanism for execution of requests and metrics on performance.
  • Build and maintain positive working relationships with clinical program managers and staff, to ensure smooth communication and rapid execution of facilities-related requests.
  • Conduct periodic satisfaction surveys and plans to address concerns. Oversee implementation of corrective action plans.

Equipment and Fleet Management:

  • In collaboration with program staff, participant in a process to inventory equipment at each facility and ensure proper functioning of all equipment and vehicles.
  • Develop planned maintenance schedule and monitor the completion of necessary repairs.
  • Oversee the management of the vehicle fleet in accordance with Heartland Alliance vehicle policies.
  • Create and maintain routine maintenance and inspection schedules. Create and maintain procedures for tracking vehicle repairs.
  • Track usage and model expansion / contraction of fleet based on program needs annually.

Planning, Operational and Budget Management:

  • Develop long-range plans, periodic assessment reports, success objectives and other significant strategies and systems.
  • Establish an annual space plan based on headcount forecast.
  • Forecast future facility and fleet needs. Provide cost analysis and monitor budgets.
  • Monitor utilities and ensure cost effective utilization of resources.
  • Develop operational improvements.
  • In collaboration with FAS and HHO leadership, manage expenditures and track spending within defined budget and across programs and cost centers.
  • Ensure the accuracy, substance and timeliness of reports, projects, schedules and other relevant work products.


  • In collaboration with colleagues and supervisor approve hiring, discipline , promotion, termination and other relevant employment transactions.
  • Manage and develop members of the Facilities team.
  • Supervise and prepare performance evaluations for assigned staff.
  • Train assigned staff in all facets of their positions and ensure documentation is completed in a thorough, accurate and timely fashion.
  • Develop processes to address turnover and ensure management of facilities during periods of transition.
  • Conduct internal and external training, as requested including orientation of all new staff that will be using agency vehicles to our policies and procedures.
  • Initiate requests for supervision and interim evaluation and goal setting.


  • Develop and maintain professional relationships with appropriate groups and organizations, as approved or requested by supervisor or senior leadership.
  • Remain current in the field of Facilities Management and Procurement through self-initiated avenues, as approved by supervisor or senior leadership.
  • Other duties as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: Minimum bachelor’s degree required; four years of facilities management, operational, finance or administrative management experience required. Experience with multi-site and residential settings and real estate development strongly preferred. Knowledge of medical and dental inventory and equipment and prior related work at a medical or dental site strongly preferred. Previous experience with managing a vehicle fleet is preferred.
  • Other Qualifications: Demonstrated high level of computer proficiency, including knowledge of word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology (i.e., medical, dental, mental health and substance use) may be required.
  • Language Skills : Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public. Fluency in a second language may be required.
  • Mathematical Skills : Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability : Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • Computer Skills : To perform this job successfully, an individual must have extensive knowledge of Internet Explorer, Microsoft Office, Outlook/Exchange; and Windows operating systems; and must be willing to master other software routinely used by Heartland Health Outreach and Heartland Alliance.

Cultural Attributes: To perform the job successfully, an individual should demonstrate the following attributes.

  • Accountability – Be responsive, responsible, resourceful, principled, and a problem-solver
  • Leaderful – Take initiative, communicate effectively, delegate based on skills and interests, possess strategic thinking and acting; develop staff, foster teamwork
  • A Bias Toward Action – Advocate for services and policies that support healthier lives for the populations’; be decisive and take action when a problem arises, communicating with those impacted; be proactive, innovative, and consistently work to improve operations and outcomes, carrying out formal continuous improvement initiatives
  • Participant centered – Listen to and collaborate with participants, identify strengths and implement evidence-based practices; integrate and coordinate services across HHO programs
  • Valuing our colleagues – Be respectful and responsive; appreciative and supportive; provide input, initiative and recognition of colleagues

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually moderate.
  • The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives.
  • Program sites are located throughout the Chicago area and the Midwest.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • This position requires the ability to sit, stand and perform precise or skilled physical activities (e.g. typing or operating a computer).
  • This position requires the ability to generate audible communication (e.g., conversing on a telephone or participating in a meeting) in a manner that should be readily recognized and understood by the audience.
  • This position requires the ability to successfully engage in non-technical work activities (e.g. read mail, file documents).
  • This position requires the ability to successfully identify and understand audible and visual communications.
  • This position requires the employee to frequently sit and stand; use hands to handle; reach with hands and arms; walk.
  • The employee must occasionally lift and/or more than 75 pounds.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987

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