Facilities Manager (Administrative)

Company: LifeLong Medical Care
Location: Berkeley
Posted on: May 23, 2023

Job Description:

The Facilities Manager works with minimal supervision assisting the Director of Facilities Management to provide maintenance for LifeLong Medical Care and other buildings including immediate grounds. The position includes a range of responsibilities, from computer aided Facilities Management systems, data entry, tracking and reporting. The position is also required to work in close liaison with other departments within the organization.This is a full time, exempt, benefit eligible position. LifeLong Medical Care is a large, multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more. LifeLong Medical Care is an equal opportunity employer. We strongly encourage applications from women, people of color, and bilingual and bicultural individuals and members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition.BenefitsCompensation: $60,000 - $80,000/year. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including nine paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.COVID-19 Vaccine PolicyIn accordance with LifeLong Medical Care's commitment to provide and maintain a workplace that is free of known hazards, we have adopted a Mandatory COVID-19 Vaccine Policy to safeguard the health of our employees and their families; our patients and visitors; and the community at large from infectious diseases, that vaccinations may reduce. This policy will comply with all applicable laws and is based on guidance from the Centers for Disease Control and Order of the California State Public Health Officer. Unless a reasonable medical or religious accommodation is approved, all employees must receive COVID-19vaccinations.Independently performs data entry and tracking on computerized maintenance work order systems.As part of computer aided facilities management, this position assembles various facilities asset inventories and special project reports.Manage Helpdesk Tracking System for the Facilities department.Implement, manage, and train on new Facilities software program.Manage and maintain Departments Intranet SharePoint Page.Manage and maintain buildings, property owned, campus listing, leased and rental database.Manage and maintain Vehicle Fleet Inventory- registration renewals, licensing and maintenance logs, deployment of LifeLong vehicles for LifeLong uses.Maintain Workers Comp injury reports for Facilities for proper recording and distribution to HR.Manage All Sites Building Access Control System Master File using various software.Assist with Facilities storage units furniture, tools, paints etc. inventory database.Manage All Sites Burglar Alarm Master File for various alarm companies.Manage All Sites building and casework key inventory.Manage electronic building blueprints database.Assist as Special Project Manager within LifeLong departments for building remodels and upgrades.Review all expense reports and reimbursement forms for errors before submitting to Director for approval.Meet with Management and Senior Leadership as required regarding large repairs, preventive maintenance and special projects along with updating team with future projects. Assisting Director with vendor quotes along with getting necessary approvals from site manager/director to move forward with projects.Coding and approving invoices for payment in a timely manner.Main contact for Neopost mail machine. Confirming with mail person - postage and ink cartridges are updated bi-weekly.Reconcile and coordinate credit card statements and receipts before getting final approval.Review and approve department's payroll.Review department's expenses and budgets.Works closely with IT and Procurement departments to maintain communication with ongoing company moves and projects.Work closely with Human Resource to maintain communication with new employee setups, along with receiving the U-Forms for employees that are leaving or transferring within LifeLong, to update necessary building accesses. Collect issued building keys.Works closely with various vendors to schedule appointments for: inspections, landscaping, and janitorial services as necessary.Works with Director to carry out a preventive maintenance assessment plan as part of correcting unsafe work conditions or practices.Conducts periodic safety and security inspections of building and grounds.Serve on the safety committee as needed to ensure the safety of occupants and building users.Serve as backup to Director, Maintenance & Safety Operational Manager, or other department managers when needed.Performs other duties as assigned.Ability to follow directions.Strong organizational, administrative and problem-solving skills, and ability to be flexible and adaptive to change.Ability to seek direction/approval from on essential matters, yet work independently with little onsite supervision, using professional judgment and diplomacy.Work in a team-oriented environment with a number of professionals with different work styles and support needs.Excellent interpersonal, verbal, and written skills and ability to effectively work with people from diverse backgrounds and be culturally sensitive.Conduct oneself in internal and external settings in a way that reflects positively on LifeLong Medical Care as an organization of professional, confident and sensitive staff.Ability to see how one's work intersects with that of other departments of LifeLong Medical Care and that of other partner organizations.Make appropriate use of knowledge/expertise/connections of other staff.Be creative and mature with a "can do", proactive attitude and an ability to continuously "scan" the environment, identifying and taking advantage of opportunities for improvement.Job RequirementsHigh school diploma or GED.Good customer service and professionalism.Experience with Microsoft Word, Excel, Outlook, and other office programs.Experience in computerized Facilities Management Systems.General understanding of building and life safety codes, workplace safety, and security protocols.Experience in general facilities and systems maintenance.Access to reliable transportation with current and valid California Driver's license and insurance.Ability to communicate clearly and concisely, both orally and in writing.Ability to operate an office work station, utilizing word processing, spreadsheet and other software.Accounting knowledge is a plus.

Keywords: LifeLong Medical Care, Berkeley , Facilities Manager (Administrative), Administration, Clerical , Berkeley, California