The Facilities Admin & Compliance Specialist’s primary function is to offer administrative support to the Facilities & Life Safety Manager, and support with compliance task administration and execution. Duties include supporting contract management, facility maintenance scheduling, compliance tracking, and workflow optimization. This role plays a critical part in ensuring facilities operate safely and efficiently, with clear metrics, forecasting, and documentation, and collaborates with several organizational teams, including facilities, life safety, sustainability, compliance, and project management.

What you will do: 

• Assists with contract submission related to all Facilities, Projects and Sustainability functions and collaborate with contract management team on contract expirations and renewals.
• Coordinates and schedules compliance and maintenance related tasks and deficiency repair work. Works with both internal and external contractors to Schedule work performed.
• Assists in monitoring and tracking timelines for compliance and repair tasking while working closely with Life Safety Manager, Facilities Leads, Supervisors and Manager to coordinate coverage for contractor and compliance activities
• Assists with Fire Drill completion and educational activities relating to Life Safety in organizational facilities. Supports with department communications, preparation, and awareness on prior to compliance or maintenance activities as needed.
• Helps develop, optimize and review metrics on Facilities Work order system including tracking of incomplete work, compliance issues, adding in assets or other building tasking, and system enhancements.
• Maintains documentation workflows including scanning and digital conversion of historical data, saving reports in appropriate file structures and maintain standard operating procedures for departmental tasking. Supports Facilities & Life Safety Manager with invoicing, as well as any other administrative or reporting tasks as needed.
• Other duties as assigned
• Role models the principles of a Just Culture and Organizational Values.
• Must be HIPAA compliant

 

 

• 2 years of experience in healthcare facilities, scheduling, compliance, maintenance or contract coordination preferred.  
• Experience in assisting with the creation, maintaining, and revising of Standard Operating Procedures preferred.
• Proficient computer skills including Microsoft Office and effective oral and written communication skills.