Facilities Coordinator - Design and Construction

Are you looking to make a difference by improving the health of our patients?  Here you will find an innovative culture that is patient-focused and dedicated to making a difference.  We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible. 

This position manages the processing of, and is the primary contact for, Bassett Healthcare Network contracts. Manages the timely renewal and execution of facilities maintenance, construction, and leased properties agreements. Is responsible for ensuring compliance with contract policy and routing guidelines. Works with Contracted Parties & Legal Department to ensure agreements are fully executed and forwards executed copies to the applicable department within Bassett, as requested. Ensures and oversees compliance with Certificates of Insurance and Business Associate Agreements. Assists as a shared point of contact for Bassett Medical Center legal counsel for contracts and leases. Manages Bassett and Templeton leased residential properties, student, international and traveling nurse, and resident housing. Project Manager for yearly transition of tenants at Fernleigh Over and the Columbia Bassett Program. The Coordinator of Projects and Leases reports to the Regional Director of Maintenance and Regional Director of Design & Construction in Facilities.

• Contract Management System
  • Works with Bassett staff at all levels to answer any questions or concerns regarding information contained in the contract management system in reference to leases.
    
  • Keeps a spreadsheet of current leased and owned Bassett & Templeton properties including the property use and tenant.
    
  • Ensures that contracts requiring Finance review are routed accordingly based on budgetary components.
    
  • Provides documents and reports as requested in support of budgetary and other financial requests.
    
  • Provides documents and reports as requested in support of Joint Commission and other regulatory agency review.
    
• Manages Bassett and Templeton residential leased and sub-leased properties to provide temporary and long-term housing to, medical and surgical residents, international and traveling nurses, incoming executive leadership, incoming physician staff, Columbia Bassett Program students and rotational students. Ensures that Commercial leased properties are current and renewed according to the requirements of each specific lease.
  • Maintains up to date leasing documents for all properties and performs an annual review of these leases and makes recommendations for modifications of terms with the Vice President of Facilities Operations and legal counsel as required.
    
  • Worls with legal department to coordinate leases for regional sites, works directly with Bassett’s legal department to ensure leases are executed.
    
  • Project Manager for yearly Fernleigh Over transition which includes anywhere from 25 to 30 incoming and departing tenants over the course of four to six weeks. Conducts pre and final inspections of apartments being vacated. Prepares budget information for review with Vice President of Facilities Operations for work to be completed. Manages all onsite maintenance work during the project. Independently manages all work with outside vendors for flooring, painting and cleaning services. Responsible for collecting and processing invoices for outside vendors. Manages the timely completion of all work in an effort to release condos to incoming tenants as soon as possible. Coordinates temporary housing for incoming tenants while they await the release of their apartments. Informs Accounting of appropriate rent and security deductions for each incoming tenant and start dates. Responsible for accurate return of security deposits for departing tenants, noting deductions where applicable. Available during the transition after hours or on weekends as necessary.
    
  • Project Manager for yearly Columbia Bassett Program transition which includes anywhere from 8 to 10 incoming and departing tenants over the course of two to three weeks. Manages furniture moves, housing assignments, lease documents, and informs Accounting of appropriate rent and security deposits and due dates. Processes security deposit returns where applicable.
    
  • Ensures accurate execution of all leasing documents with tenants for all managed
    properties.
    
  • Works jointly with Medical Staff Affairs to place incoming physicians into temporary physician housing when available. Direct contact for prospective tenants. Provides tour of and information on available housing. Available after hours or weekends as necessary. Informs Accounting of appropriate rent and security deductions for each incoming tenant and start dates. Responsible for accurate return of security deposits for departing tenants, noting deductions where applicable
    
  • Works jointly with Human Resources in regard to the Traveling Nurse and International Nurse Programs. Prepares lease documents, informs Accounting of appropriate rental rates, security deposits and due dates. Processes security deposit returns where applicable. Defines responsibilities of occupant or landlord and clarifies with tenants.
    
  • Performs bi-annual inspections and site reviews of all properties to ensure that adequate tenant maintenance is occurring and that damages are not inflicted on property other than normal wear and tear. Notifies maintenance personnel to ensure that corrective action is taken. Makes recommendations for annual budget process.
    
  • Assumes landlord role. Maintains tenant relationships through regular communication with tenants and monitoring of tenant feedback to assess performance. Provides feedback and recommendations to Vice President of Facilities Operations regarding appropriate operational changes.
    
  • Prepares and distributes monthly Housing Report to appropriate Bassett departments.
    
  • Manages the use of the Sap House for Bassett approved events as requested. Receives requests, approves requests if guidelines for use are met, Contacts Security to release key, follows up with requestor for any issues occurring post event.
    
  • Assists Manager of Environment Travels to offsite locations for property inspections.
    
  • Is an active member in the development and/or revision of policies related to leased properties.
    
  • Exercises discretion and independent judgment with respect to property inspections and return of security deposits.
• Manages the process of ensuring institutional compliance for Certificates of Insurance as indicated in the Contract Review Policy and as appropriate in terms of contracts that require them.
  • Oversees insurance requirements for vendors and alerts departments when appropriate Certificates of Insurance are not provided or have expired.
    
  • Manages certificates of insurance for grounds maintenance contractors as required to ensure proper insurance limits are secured. Follow up on missing or incorrect certificates of insurance as required. Maintain current file.
    
  • Follows up with departments/vendors to ensure that Business Associate Agreements are obtained at the time that a contract is entered into, for those contracts requiring one.
    
  • Works directly with legal counsel to determine need for Business Associate Agreements for those contracts where the need may be uncertain.
• Assists the Facilities Vice President, Director of Facilities Design & Construction, and the
  Project Management Team.
  • Keeps Project Filing System in order. Creates new files as new projects develop.
    
  • Keeps an active update excel file of the project listing and updated documents into file when received. Then files the hard copy into the proper project folder.
    
  • Participates in inner department capital meetings to gain understanding of project status.
    
  • Tracks a list of project documents needed including Letter of Intent, AIA Contracts, Change Orders, Certificate of Occupancy and other project related correspondence.
    
• Performs similar or related duties as requested
  • Performs other duties as requested by Vice President, Facilities Operations.

Education:

• High School or GED, required

Experience:

• Minimum 4 years of experience in healthcare operations (business or facilities) preferred, Experience must be in facilities, projects or property management, preferred
• Experience and skills in project managemen, preferred

Licensure/Certifications:

• Valid, New York State Driver's License, required
• Project or Program Management Certification isdesirable

Skills:

• Logical Thinking
• Analysis & Evaluation
• Accountability
• Critical Thinking
• Customer Service
• Reading/Writing/Comprehension
• Conflict Resolution
• Decision Making
• Interacting with People
• Strategic Thinking

Physical Requirements:

• Light Work - Exerting up to 20 lbs of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.
• Occasional climbing, crouching, grasping, hearing, kneeling, lifting, pulling, pushing, reaching, stooping, and visual acuity (color, depth, perception)
• Frequent repetitive motion and walking
• Constant typing/clerical/dexterity, seeing/monitor/computer use, and talking

Working Conditions:

• Occasional extreme temperature, wet and/or humid, dust, and odors
• Frequent noise

Travel:

• Occasional Travel - The job may require travel from time- to-time, but not on a regular basis.

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:  

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match 
• And more!

Specific benefit offerings may vary by location and/or position.