Regional Facilities Coordinator

Overview

This position can be based out of our Austin Admin or Houston Admin Office.

The Regional Facilities Coordinator at Planned Parenthood of Greater Texas (PPGT) is responsible for ensuring buildings, grounds and equipment are well-maintained and meet the organization’s standards. This position supports the Manager of Facilities Operations to facilitate third party vendors in the completion of outsourced maintenance. Supports the organization’s strategic plan and workplace inclusion initiatives. Ensures productivity expectations, customer service, and compliance standards are maintained. 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

• Develops and maintains a working knowledge of PPGT facilities, medical equipment and supplies.
• Processes facilities-related orders or tickets in a timely and accurate manner for area of responsibility. Follows up to confirm problems and issues are resolved to client satisfaction; reports on and proactively pursues aged, open tickets; responds to and resolves requests, escalating specialized problem tickets to supervisor as required.
• Inspects the buildings and grounds of all PPGT facilities within their assigned area of responsibility as required.
• Completes quarterly facility audits and annual safety inspections of medical equipment.
• Ensures assigned equipment is in proper working order and available for use.
• Maintains physical space, ensuring a safe, clean, and functional environment.
• In conjunction with supervisor, ensures the purchasing, replacement, and repair of both medical and non-medical equipment including appliances, audio/visual equipment, and emergency supplies.
• Ensures safety standards are followed throughout facilities. Reports equipment hazards and/or product incidents as required to supervisor. Collects and communicates facilities incident information accurately and in a timely manner to supervisor and appropriate stakeholders.
• Maintains a log of all equipment and facilities repairs.
• Maintains an inventory of all Medical and Non-Medical Equipment owned or leased by PPGT.
• Must be able to be on-call and available to respond to incidents as required.
• Assumes control of incident scenes until relieved as necessary.
• Develops and maintains strong working relationships with employees, vendors, contractors and tenants.
• Schedules preventive maintenance, including but not limited to: housekeeping, landscaping, pest control and HVAC systems. Ensures that work performed meets PPGT quality standards.
• Provides onsite support for major equipment installations, repairs, vendor in-services and for delivery or pick-ups.
• Schedules third party handyworker maintenance services, inspects the quality of their work, and ensures work completion.
• May perform routine preventative maintenance and simple repairs on equipment and facilities as required.
• Coordinates third-party professionals to repair more complex systems such as medical or facility equipment.
• Assists Health Center Managers (HCM) in troubleshooting facilities and equipment issues.
• Works with HCM to ensure staff are educated in proper use and maintenance of equipment.
• Assists tenants with maintenance needs, as appropriate per lease terms.
• Ensures warranties and manufacturer required maintenance are up to date. Responsible for providing Risk and Quality Assurance team with current manuals for all medical equipment.
• Adheres to procedures for the use of Personal Protective Equipment (PPE) and infection control as well as Local, State and Federal facility regulations.
• Ensures all purchases and expenses comply with purchasing requirements and obtains necessary approvals.
• Provides access to sites in accordance with security policies in the absence of the Security team.
• May assist in renovation or relocation of health centers; transfer of files or furnishings as directed.
• Embraces the organization’s ‘In This Together’ customer service standards and uses them with internal and external clients, every person, every time.
• Has restricted access to patient private health information and has no reason to view protected health information (PHI). May have access to data that is not considered PHI, such as aggregate numbers.
• 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 with 1 year of related experience or Associate’s degree with 3 years of related experience or High School diploma or equivalent + 5 years of related experience. Related experience: facilities maintenance, facilities coordinator, facilities technician, facilities management or related. Multi-site facilities support preferred. Health care industry experience preferred.

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

Required Knowledge, Skills, and Abilities

• Must be able to work flexible hours including evenings and weekends.
• Must be able to travel as required.
• Ability to accurately order, receive, stock, retrieve and load equipment and supplies.
• Ability to identify safety hazards and take the necessary precautions.
• Strong organizational skills and ability to multi-task.
• Ability to exercise initiative, sound judgment, and problem-solving techniques in the decision-making process.
• Excellent oral and written communication skills.
• Requires an understanding of and commitment to quality healthcare and excellent customer service.
• Ability to provide effective, equitable, understandable, and respectful quality care and services that are responsive to the diverse cultural health beliefs and practices, preferred language, health literacy and other communication needs.
• Ability to work effectively as a team member.
• Ability to provide oversight of compliance and regulatory requirements pertaining to position.
• Ability to manage details, handle a variety of tasks simultaneously and work under pressure.
• Ability to effectively use organization’s computer systems.
• Be discreet and safeguard confidential information.
• Possess integrity and compliance – can be relied upon to act ethically.
• Work Management: Effectively manages time as a resource; establishes realistic priorities; schedules own time and activities effectively; gives balanced focus and attention to appropriate long- and short-term priorities. Develops action plans and budgets; leverages technology; anticipates obstacles; establishes check points and monitors progress.
• 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.
• Process Improvement: Understands core work processes; identifies process opportunities and issues; seeks information to understand the gap between current and desired performance; works effectively with others to identify and implement improvements; continuously works to improve returns for the client and the organization.
• Adaptability or Flexibility: Responds with flexibility to shifting priorities and changing work situations; recovers quickly from problems and setbacks; develops new skills to remain competitive. Adapts easily to change, sees the merits of differing positions, and adapts own positions and strategies in response to new information or changes to a situation.
• 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 In This Together 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.

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 work primarily with fingers such as picking, pinching, or typing. Must be able to perceive attributes of objects such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. Must be able to 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. Must be able to lift and/or exert up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects 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 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, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes. Office and Health Center environment.