Facilities Manager

JOB SUMMARY

The Facilities Manager provides leadership and accountability for the safe, efficient, and effective operation of all Friend Health – HRDI facilities. The Manager oversees day-to-day facility operations, vendor and contractor management, facilities-related projects, and space utilization across multiple locations.

This role is responsible for ensuring compliance with regulatory codes (fire, life safety, ADA, OSHA, Joint Commission), overseeing security and emergency preparedness, managing facilities budgets, and driving continuous improvement across facilities services. The Facilities Manager supervises in-house staff and external vendors, manages capital improvement projects, and partners with clinical and administrative leadership to ensure facility environments support excellent care and services.

JOB DUTIES

Facilities Operations & Maintenance

• Develop and oversee preventive maintenance programs for all MEP, life safety, and building systems.
• Conduct routine facility inspections to ensure safety, compliance, and efficiency.
• Manage fire systems, life safety equipment, and elevator inspections.
• Ensure compliance with applicable codes and standards (e.g., Joint Commission, ADA, OSHA, NFPA).
• Oversee 24/7 facility readiness and emergency preparedness plans, including drills and documentation
• Manage and track facility work orders, response times, and service outcomes using PropertyTrak or similar system.

Vendor & Contract Management

• Source, select, and manage facility service vendors (HVAC, janitorial, landscaping, security, etc.)
• Negotiate service contracts and ensure performance to contract terms
• Conduct vendor performance reviews and audits
• Ensure cost-effective delivery of contracted services within budget

Facilities Budget & Financial Management

• Develop and manage the annual facilities operating budget and capital projects budget
• Track and report on expenditures, forecasts, and financial risks
• Identify cost-saving opportunities and efficiency improvements

Project & Construction Management

• Lead facilities-related construction, renovation, and space planning projects
• Manage project scopes, timelines, budgets, and vendor performance
• Coordinate with architects, engineers, contractors, and internal stakeholders

Leadership & Supervision

• Supervise Facilities Specialist(s), providing coaching, development, and performance management.
• Oversee daily operations of in-house and contracted personnel.
• Foster a positive, service-oriented team culture.
• Conduct regular team meetings and training sessions on safety and compliance.

Customer Service & Stakeholder Collaboration

• Serve as primary point of contact for facilities-related issues across FH-HRDI locations.
• Partner with clinical, operational, and administrative leaders to proactively meet facility needs.
• Develop and maintain facility-related policies and procedures.

Compliance & Risk Management

• Ensure organizational compliance with all relevant safety and environmental regulations.
• Manage facility risk assessments and mitigation plans.
• Prepare for and participate in external regulatory inspections and audits (e.g., Joint Commission, City of Chicago, IDPH).

Other Duties

• Perform other related duties as assigned by leadership.

QUALIFICATIONS 

• Bachelor’s degree in Facilities Management, Engineering, Construction Management, or related field preferred.
• 5+ years of progressive experience in facilities management, healthcare or multi-site preferred.
• 3+ years of supervisory experience, including staff performance management.

Knowledge & Skills

• Strong knowledge of MEP systems, life safety codes, ADA, OSHA, Joint Commission requirements.
• Expertise in vendor management and contract negotiation.
• Strong project management capabilities (renovations, relocations, capital projects).
• Demonstrated budget management and financial acumen.
• Proficiency in facilities management software (PropertyTrak preferred) and Microsoft Office Suite.
• Excellent communication, leadership, and interpersonal skills.
• Ability to manage priorities across multiple sites.

SMART GOALS

• Preventive Maintenance Compliance: Achieve 95% on-time completion of scheduled preventive maintenance across all facilities.
• Vendor Performance: Maintain 90% or higher average score on vendor performance reviews.
• Budget Adherence: Maintain facilities budget variance within ±5% on a quarterly basis.
• Facilities Issue Resolution: Resolve 90% of priority facility work orders within 48 hours.
• Capital Projects Delivery: Complete 100% of approved capital projects on time and within budget.
• Compliance Readiness: Ensure all facilities achieve full readiness for annual regulatory audits (e.g., Joint Commission).

WORKING CONDITIONS 

The unavoidable, externally imposed conditions under which the work must be performed, and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses, and mental demands.) None known.

PHYSICAL REQUIREMENTS

• Primarily administrative with field oversight of multiple sites.
• Must be able to conduct facility inspections and site visits.
• Occasionally required to lift up to 50 lbs.
• Exposure to indoor and outdoor facility environments and occasional use of PP.

EMPLOYMENT CONDITIONS

This job description is to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate commensurate to the position. This document does not represent a contract of employment, and Friend Health - HRDI reserves the right to change this job description and /or assign tasks deemed as needed.

BENEFITS

• Medical, Dental, and Vision Insurance
• 403(b) Retirement Plan with Employer Contributions
• Paid Time Off (PTO) & Paid Holidays
• Life Insurance & Disability Coverage
• Tuition Reimbursement & Professional Development Opportunities
• Wellness Programs & Employee Assistance Programs (EAP)

Equal Employment Opportunity (EEO) Statement

Friend Health – HRDI is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law. In addition, Friend Health – HRDI provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process). Friend Health - HRDI supports the Pay Transparency Law as an equal opportunity employer.

Join our Team!

At Friend Health – HRDI, we believe that a safe, efficient, and welcoming environment is essential to delivering excellent care. As Facilities Manager, you will play a vital role in shaping our physical spaces to support patients, staff, and the community. If you’re a leader with a passion for operational excellence and continuous improvement, we invite you to join our team and help us advance our mission!