Manager of Facilities

Summary: Manage Heartland Health Centers facilities, equipment, and related contracts. Oversight of leased and owned medical, dental and behavioral health facilities. Overall responsibility for the coordination and oversight of building and program space; procuring equipment and related supplies.

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.
  • Manage purchase orders, invoicing, and payment to vendor.
  • 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.
  • Collaborate with quality and compliance staff to ensure environment of care 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.
  • Develop and maintain standard operating procedures to ensure all equipment and physical plant infrastructure are routinely monitored and assessed .
  • In collaboration with senior leadership team, design and manage internal renovations, moves, changes of offices and workstations.
  • Serve as the point person for all facility-related issues and emergencies.
  • *Ensure cleanliness and appearance of sites. Develop and manage written cleaning and maintenance standards and procedures. Develop and monitor preventative maintenance programs for all properties.
  • Lead the facilities preparations for audits and accreditation visits.

Customer Service:

  • Build and maintain positive working relationships with landlords. Meet with landlords on any ongoing basis to identify and review outstanding issues.
  • Build and maintain positive working relationships with vendors of building services.
  • Develop 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 Management:

  • Create and manage a process to inventory equipment at each location and ensure proper functioning of all medical equipment.
  • Develop planned maintenance schedule and monitor the completion of necessary repairs.

Operations and Budget Management:

  • Develop long-range plans, periodic assessment reports, success objectives and other significant strategies and systems.
  • Monitor utilities and ensures cost effective utilization of resources.
  • Manage expenditures and track spending within defined budget and across programs and cost centers.


  • 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.
  • Computer Skills: Proficiency in Microsoft Office, Internet Explorer, Outlook/ Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.

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 Health Centers 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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