Facilities Manager

Position Summary: Illuminate Plastic Surgery is one of the Bay Area's premier plastic surgery, medspa and aesthetic wellness practices, with locations across Palo Alto, San Jose and Morgan Hill. Led by a team of board-certified surgeons and award-winning aesthetic providers — and recognized as one of the best in Silicon Valley — Illuminate offers world-class surgical and non-surgical care spanning plastic surgery, injectables, laser treatments, aesthetician services, and wellness programs. Our mission is simple: to help every patient shine brighter than ever before. As we continue to grow across multiple facilities, we are looking for a driven, detail-oriented Facilities Manager to help us maintain the exceptional standard our patients and team expect.

The Facilities Manager is responsible for overseeing all aspects of purchasing, facilities management, equipment maintenance, and technology support across all Illuminate locations. This role works closely with leadership and vendors, supports staff day-to-day, and serves as the go-to resource for troubleshooting operational and technology issues — ensuring every location runs smoothly so our clinical teams can focus on delivering outstanding patient care.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Purchasing 

Manage Hybrent 

• Review new items daily; check for duplicates and confirm pricing. 

• User maintenance and training. 

Vendor Communication 

• Review representative emails and recommend purchasing based on specials or availability. 

• Monitor backorders and communicate updates to relevant staff. 

Manage 3rd Party Vendors  

• Interview and recommend vendors as needed.  

• Monitor vendor performance, communicate issues, and ensure resolution.  

• Current vendors include, but are not limited to cleaning, medical waste management, laundry and IT support.  

Office Maintenance  

• Ensure that the offices are well-maintained and fit the Illuminate vision.   

• On site/in-office check ins to ensure office is maintaining professional, clean, and up to date appearance; minimum of 2x/month. 

• Create and maintain a checklist for office maintenance so that other staff may assist with review i.e., signage, lighting, storage closets, office space, bathrooms, waiting rooms, etc.  

• Work with building management to fix issues as they arise.  

• Work with 3rd Party vendors to fix issues as they arise.  

Storage 

• Create and maintain an inventory of local storage locations (attic or basement).  

• Ensure that storage is kept dry and protected from water, pests, etc. 

• Review items in storage quarterly for disposal. 

Retail Inventory  

• Work with the Technology Coordinator to enter new products and update pricing on current products.  

• Monitor inventory counts for problems.  

• Make sure that daily, weekly, and monthly counts are done.  

Fixed Asset Inventory  

• Maintain Fixed Asset inventory in Sage (financial software) including computer equipment and assigned employee. 

• Complete an annual inventory in January to ensure that all assets are accounted for. 

Technology Support 

• First responder for computer and printer problems. 

• Work with vendors for resolution (e.g., return for service, remote access, etc.). 

Safety Data Sheets 

• Obtain and post Safety Data Sheets for new products 

Compliance  

• Ensure that facilities and staff comply with HIPAA, OSHA, QuadA and state regulations.  

• Collect contracts and business associate agreements and submit them to Chief Operating Officer. 

Event Management   

• Assist with all facilities related tasks for onsite events (e.g., contacting building manager, cleaning crew, skin care rep)  

Attend Meetings 

• Attend individual Operations Meetings as requested (at least monthly) 

• Other meetings as scheduled 

IllumiNews (Company News site) 

• Post timely information regarding facilities and purchasing. 

Qualifications: 

Education and Experience

• High school graduate or equivalent
• 5 Years of experience managing purchasing and facilities

Technical Abilities

• Ability to troubleshoot issues with laptop and desktop computers with Windows Operating System for daily tasks, including Email and Microsoft Teams. 
• Ability to trouble shoot issues with Electronic Medical Record (PatientNOW). 
• Ability to troubleshoot issues with business software, including but not limited to TouchMD, Whale, Bridge, etc.

Communication and Problem Solving

• Good problem solving and analytical skills. 
• Excellent Communication skills. 
• Empathetic with staff needs and concerns. 
• Ability to multi-task. 
• Well organized with attention to detail. 
• Excellent time management skills. 
• Take initiative to resolve issues independent of direct supervision. 

Patient Confidentiality

• Discretion in handling diverse and challenging situations while adhering to patient privacy regulations. 

Availability

• Reliable Transportation 
• Ability to work 8:30 am to 5:30 pm daily with 1 hour lunch. 
• May be eligible for 8 hours of work-from-home weekly. 

Immunizations

• Yearly Influenza

Physical Demands: 

Physical Requirements

• Ability to stand and/or walk for extended periods of time.
• Engage in moderate to heavy walking, pushing, pulling, crouching, bending, stretching, and twisting.
• Ability to carry up to 25 pounds.

Work Environment:

Environmental Hazards and Job Conditions

Exposure to

• Hazardous chemicals, Minimal, Low
• Infectious disease while in decontamination area and during all patient contact. Minimal, Low.
• Bloodborne pathogens. Minimal, Low.

Personal Protective Equipment (PPE) required based on procedure.

Mask

• Must follow guidelines set by Santa Clara County Health Department as well as internal policies for illness.