Description
Job Purpose: The Procurement and Facilities Assistant is responsible for assisting in the effective operation and maintenance of the organization’s facilities. This role focuses on administrative tasks related to coordinating facility-related activities, ensuring that all building systems, including HVAC, electrical, plumbing, and security, function efficiently and safely. This role will play a key role in ensuring the quality of work performed, monitoring maintenance schedules, and ensuring that all facility-related tasks are completed on time and to the required standards.
· Provide administrative support to the Chief Procurement Officer
· Provide oversight and direction to the facilities maintenance team
· Communication with building maintenance technicians or designee on assignments, activities and follow up actions
· Serves as the primary point of contact for internal and external inquiries of the Facilities department
· Coordinates relevant activities with operations, procurement and facility maintenance to ensure facilities are properly maintained as required
· Maintain files to include work orders, documentation, etc.
· Coordinates service and supply vendors
· Respond to questions and concerns regarding general operations
· Assist in preparing budgets for facility operations and projects. Track and report on facility-related expenses.
· Coordinate with vendors and service providers to ensure timely delivery of services and supplies. Monitor vendor performance escalate any concerns.
· Ensures all facility corrective action steps are taken, in conjunction with facility administrators
· Perform other duties as assigned
· Adheres to Advanced Pain Care’s Policies and procedures
Requirements
SPECIFIC KNOWLEDGE, SKILLS, LICENSES, CERTIFICATIONS, ETC.:
· High School Diploma/GED. Associates or higher degree from a vocational school or college preferred
· 5+ years’ experience in a related position within general HVAC, operational systems, electrical and general facility repair
· Safety and Compliance: Familiarity with health, safety, and environmental regulations and the ability to ensure compliance.
· Ability to coordinate multiple tasks and projects, including scheduling and overseeing the work of external contractors.
· Strong attention to detail in tracking maintenance activities, ensuring quality of work, and managing facility operations.
· Ability to provide detailed reports on maintenance activities and project progress.
· Clear and concise communication with contractors, vendors, employees, and leaders.
· Ability to manage time effectively, meet deadlines, and handle urgent tasks as they arise.
· Capability to juggle multiple responsibilities without compromising quality or accuracy.
· Ability to quickly identify and resolve issues related to building systems or facility operations.
· Skills to handle facility-related emergencies effectively and coordinate appropriate responses.
· Ability to work effectively with the Chief Procurement Officer and other departments to support facility-related projects and initiatives.
· Strong customer service skills to manage in-office responsibilities and ensure a positive experience for visitors and employees.
· Professional demeanor and the ability to handle inquiries and issues with tact and efficiency.
· Able to work without supervision and appropriately meet multiple deadlines
· Healthcare background highly preferred
· ASC experience highly preferred
WORKING CONDITIONS:
Environmental Conditions: IN PERSON, Medical Office environment
Physical Conditions:
· Must be able to work as scheduled – typically from 8:00 – 5:00 M-F, possible weekends or early AM hours for emergencies
· Must be able to sit and/or stand for prolonged periods of time
· Must be able to bend, stoop and stretch
· Must be able to lift and move objects up to 20 pounds
· Requires eye-hand coordination and manual dexterity sufficient to operate office equipment, etc.
KNOWLEDGE AND SKILLS:
· Strong dedication to supporting facility by working in a safe, customer focused manner. Must be highly self-motivated
· Ability to communicate effectively and comfortably with e-mail, text and phone. Must include written and verbal skills
· Effectively manages day by organizing and prioritizing
· Reliable transportation
· Protects patient information and maintains confidentiality
SUPERVISION: Reports to Chief Procurement Officer