Facilities Supervisor - HHO

Facilities Supervisor – HHO

Summary: Coordinate Heartland Health Outreach facilities, equipment, vehicles and related personnel. Organize use of leased and owned medical, dental, residential, and outpatient facilities and facilities’ infrastructure; Coordinate building and program space, equipment and supplies. Ensure continuous facility and fleet maintenance is completed along with planned updates and urgent repairs. Supervise all HHO employees working under facilities.

Job Duties and Responsibilities:

Facilities Duties

  • Ensure all owned and leased sites are in compliance with 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).
  • Routinely monitor and assess all equipment, appliances, and physical plant infrastructure to ensure they are free from dangerous or illegal conditions in leased and owned sites.
  • Coordinate with other programs, such as IT to monitor and assess IT equipment.
  • Monitor facility requests via help desk or relevant system.
  • Coordinate and perform internal renovations, moves, changes of offices and workstations.
  • Perform all major inter/intra facility moves and ensure assets and property are identified on HHO insurance policy.
  • Perform tasks to ensure the cleanliness and appearance of sites. Ensure equipment and appliances are in an orderly, functional condition, including scheduling regular checks for medical and dental equipment and scheduling outside vendors for contracted services such as routine cleaning.
  • Perform and/or coordinate with vendors for routine maintenance and cleaning.
  • Serves as super-user resource for standard desktop software applications and equipment; assists HAIT with implementation of new general technology initiatives. May maintain shared drive permissions in accordance with established policies and procedures.
  • Repair and/or coordinate with 3rd party vendors for repairing of equipment and fixtures.
  • Support facility mail services, including processing of incoming and outgoing mail and parcels shipping and receiving, supply distribution, scheduling of messenger service.
  • Understand and follow all applicable safety rules.
  • Serve as the point person for all facility-related issues and emergencies.
  • Perform job in a manner that supports cost effective utilization of resources.

Customer Service:

  • Build and maintain positive working relationships with landlords and building management.
  • Follow tracking mechanism for execution of requests.
  • Build and maintain positive working relationships with clinical program managers and staff, to ensure smooth communication and rapid execution of facilities-related requests.

Equipment and Fleet Management:

  • Develop and maintain inventory for office equipment and appliance at each location.
  • Ensure proper functioning of all equipment, including scheduling regular checks and responding to urgent repair requests.
  • Perform planned maintenance schedule and coordinate necessary repairs for agency vehicles.
  • Ensure vehicle fleet is maintained in accordance with Heartland Alliance vehicle policies.
  • Track vehicle repairs.


  • 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.
  • Initiate requests for supervision and interim evaluation and goal setting.

Purchasing Management

  • Provide contract management and tracking of expiration dates, deliverables, etc.
  • Support the development of vendor contracts for services and suppliers of goods. Support the Director of Facilities in the negotiation of best terms and rates, and contract performance.
  • Assist with the design of payment schedules and associated purchase orders. Process payments and handle payment discrepancies as required.
  • Inform and follow centralized procurement and inventory system policy and procedures processes for office supplies, medical and dental supplies and medication.
  • Ensure all work orders are completed within established guidelines.
  • Understand and work to ensure quality and compliance standards are met.


  • 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 high school diploma and five years’ experience or Associates degree; bachelor’s degree preferred. Knowledge of medical and dental inventory and equipment and prior related work at a medical or dental site strongly preferred.
  • Licenses and Transportation: Position may require a class C driver’s license, forklift license, regular driver’s license with good driving record and the use of a personal vehicle to use during work hours.
  • Facility Skills: Experience doing minor building repairs, putting together furniture, cleaning and working with contractors is strongly 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: Fluency in a second language may be required. 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.
  • 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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