Manager of Facilities Operations

Overview

This position can be filled in Dallas Admin, Fort Worth Admin, Austin Admin or Houston Admin Office.

The Manager of Facilities Operations is responsible for management of all facility operations and maintenance of all physical structures and facilities-related systems and equipment for Planned Parenthood of Greater Texas (PPGT). This position keeps leadership informed of any and all conditions affecting compliance in accordance with facilities and safety regulations. Plans and oversees building work and renovation.

As a member of the Business Operations team, ensures the physical safety and protection of the organization’s assets, employees, visitors and property. Demonstrates a commitment to the organization's mission and ensures facilities are maintained in a manner that reflects well on the organization’s brand and reputation. Supports the organization’s strategic plan and workplace inclusion initiatives.

Abides by the organization’s mission in performing job duties. Demonstrates an understanding and commitment to PPGT’s culture of quality, safety and risk awareness.

Responsibilities

• Supervises the daily workflow, scheduling, and assignments of the facilities department for the organization.
• Responsible for all facilities maintenance duties necessary for the service and convenience of employees, patients, and tenants of the organization throughout PPGT’s service area.
• Ensures assigned facilities and equipment are ready for regular business and special events.
• Manages the installation, maintenance, and testing of all facility-related systems, equipment and buildings including: HVAC, plumbing, medical equipment, mechanical, electrical, sprinkler, fire alarm, medical equipment, physical structures and public, office, storage areas, etc. May also assist in the installations, maintenance, and testing of security and phone systems.
• Maintains files of warranties, records, licenses, inspections, service agreements, and contracts for various pieces of equipment.
• Directs Facilities staff to ensure that systems and equipment approved for health centers and other properties, including medical equipment, are in place and that designated staff are instructed how to properly implement/use them.
• Regularly inspects facilities for the purpose of ensuring continuous quality improvement in maintenance operations. Ensures completion of quarterly facility audits and annual safety inspections of medical equipment.
• Monitors preventative maintenance programs, work orders, schedules, and budget; identifies and prioritizes necessary facility improvements and repairs.
• Ensures that facilities meet government regulations and environmental, health and life safety standards. Takes action as appropriate to comply with orders or requirements affecting organization property by federal, state, county or municipal authority having jurisdiction.
• Ensures tenant maintenance needs are addressed as required.
• Under the direction of supervisor, responsible for the allocation and management of space within buildings.
• May assist in investigations relating to claims, damage or destruction to organization property.
• Partners with leadership in reviewing and executing architectural/engineering planning and design.
• Responsible for oversight of hired contractors for facility related maintenance including grounds and custodial support, construction or maintenance portion of capital projects and ensures confidentiality of projects as required.
• Works with leadership in ensuring construction and renovation projects are on time and within budget.
• Coordinates clinic relocations with a minimum of downtime, disruption, and expense.
• Develops and maintains strong working relationships with employees, vendors, contractors, and tenants. Ensures vendor contracts are obtained and renewed per PPGT policy.
• Ensures all department policies and procedures are up to date. Responsible for ensuring that staff, visitors and vendors adhere to organization’s facilities, safety and security policies at all times.
• Collaborates with supervisor and operations senior leaders to prepare departmental budget.
• Ensures all purchases and expenses comply with purchasing requirements and obtains necessary approvals.
• Collects data and prepares analysis on program activities and achievements, communicating with appropriate stakeholders accurately and in a timely manner.
• Must be available to be on-call and available to respond to incidents as required. Assumes control of incident scenes until relieved.
• Completes all record keeping and reporting requirements in accordance with property and division standards to include Planned Parenthood Federation of America (PPFA) and Occupational Safety and Health Administration (OSHA).[AD1.1][KA1.2]
• Embraces the organization’s ‘In This Together’ customer service standards and uses them with internal and external clients, every person, every time.
• Access to patient protected health information (PHI) is restricted only to purposes specific to job duties. Use of patient PHI is limited to information needed to perform the specified job function. Must adhere to minimum necessary rule.
• Duties and responsibilities may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

Qualifications

Bachelor’s degree + 3 years of related exempt experience or Associate’s degree + 5 years of related exempt experience or High School diploma or equivalent + 7 years of related exempt experience. Related exempt experience in any of the following: Facilities Management or exempt manager experience. Experience in health care industry preferred. Supervisory experience preferred. Healthcare industry experience preferred.

Essential Physical Requirements/Working Conditions

Must be able to bend, stoop, kneel, crouch, reach, and grasp. Must be able to stand, particularly for sustained periods of time. Must be able to move about on foot to accomplish tasks, such as moving from one work site to another. Must be able to push/pull. Must be able to work primarily with fingers such as picking, pinching, or typing.

Must be able to talk such as convey detailed or important spoken instructions to other workers accurately. Must be able to hear such as the ability to receive detailed communication orally. Must be able to communicate effectively. Will have substantial movements of the wrists, hands, and/or fingers.

Subject to hazards including a variety of physical conditions such as proximity to moving mechanical parts, moving vehicles, electrical current, working on scaffolding and high places, noise, exposure to chemicals or exposure to extreme heat or cold. Must be able to lift and/or exert up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently.

Must be able to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects. Office and Health Center environment.

Required Knowledge, Skills, and Abilities

• Must be able to work flexible hours including evenings and weekends and be on-call as needed.
• Must be able to travel as required.
• Ability to think strategically and achieve organization's goals.
• Ability to operationalize strategic goals into action plans.
• Ability to provide oversight of compliance and regulatory requirements pertaining to position.
• Strong organizational skills and ability to multi-task.
• Ability to manage details and complexity, to handle a variety of tasks simultaneously and to work under pressure.
• Strong interpersonal and communication skills.
• Ability to exercise initiative, sound judgment, and problem-solving techniques in the decision-making process.
• Be discreet and safeguard confidential information.
• Possess integrity and compliance - can be relied upon to act ethically.
• Ability to provide effective, equitable, understandable, and respectful quality care and services that are responsive to diverse cultural beliefs and practices, preferred language, and other communication needs.
• Ability to work effectively as a team member.
• Ability to lead, manage, direct, and motivate diverse groups of people and possess the skills to delegate and supervise subordinates.
• Organizational Awareness: Demonstrates a comprehensive awareness of the impact and implications of decisions and actions on other areas (departments or clinics) within the organization.
• Recovery Skills: Responds effectively and acknowledges responsibilities when clients (internal or external) experience problems or mistakes; rectifies the situation to restore client satisfaction; seeks information and collaborates with others to take action to implement permanent fixes. Maintains stable performance and emotions when faced with opposition, pressure, and or stressful conditions.
• Building Relationships: Shows genuine interest in others' needs and opinions; establishes rapport; earns the confidence and trust of others; demonstrates consistency between words and actions; delivers on commitments.
• Coping with Demands of the Position: Uses effective problem solving while working under stress, high volume of work demands and/or time demands; regularly meets deadlines.
• Exemplify the organization’s values: We Tend to the Team; We Respect and Honor All People; We Jump In; We Try and We Learn; We Care for our Business; and We Return to our Mission.

Agency Standards

Must have excellent computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet. Must have the willingness and ability to adapt to change including advances or new technology. Must have excellent customer service skills and be committed to providing the highest level of customer satisfaction.

Other

PPGT is an equal opportunity employer.

We strictly prohibit unlawful discrimination of any kind, including discrimination on the basis of age; race, color, ancestry, national origin, or ethnicity; citizenship status; sex or gender; gender identity or gender expression or transgender status (including the individual's actual or perceived sex and the individual's gender identity, self-image, appearance, behavior, or expression); sexual orientation (including actual or perceived heterosexuality, homosexuality, bisexuality and asexuality); mental or physical disability; AIDS, AIDS Related Complex, or HIV status; perception of risk of HIV infection; or association with individuals who are believed to be at risk; religion or creed; genetic information; pregnancy status, including related medical conditions; marital status; past, current, or prospective service in the uniformed services; or any other basis protected by law.

We are a drug-free and tobacco-free workplace.

Applicants have rights under the Federal Employment Laws. To view these notices, please click on the following links: Family and Medical Leave Act (FMLA) poster: Equal Employment Opportunity (EEO) poster; and Employee Polygraph Protection