What are the responsibilities and job description for the Facilities Coordinator position at Community Clinic Inc.?
Position Summary:
The Facilities Coordinator is responsible for the day-to-day maintenance, safety, and compliance with physical environment standards for CCI Health Services’ multi-site clinical and administrative portfolio. This position ensures that all facilities — owned and leased — are maintained in a condition that supports safe, high-quality patient care delivery and meets the requirements of The Joint Commission (TJC) Ambulatory Environment of Care standards, HRSA Health Center Program facility expectations, OSHA/MOSH workplace safety regulations, and applicable state and local building codes.
The Facilities Coordinator manages preventive and corrective maintenance across all sites, coordinates with landlords and external vendors at leased locations, and serves as the primary point of contact for facility-related needs reported by site managers. At CCI-owned properties, the Coordinator is responsible for building systems, grounds, and capital maintenance planning.
KEY FUNCTIONS AND RESPONSIBILITIES:
Preventive and Corrective Maintenance
- Maintain a preventive maintenance schedule for all CCI sites, including HVAC, plumbing, electrical, fire safety, and general building systems at owned properties.
- Execute or coordinate corrective maintenance requests across all sites in a timely manner, prioritizing patient-facing areas and safety-critical systems.
- Track all work orders and maintenance activities using a centralized system; maintain documentation sufficient to demonstrate compliance during accreditation surveys and regulatory inspections.
- Perform routine facility inspections at all sites, identifying and addressing deficiencies in physical environment, signage, accessibility, and infection control environment standards.
Safety, Compliance, and Physical Environment
- Maintain life safety systems documentation across all sites, including fire extinguisher inspections, emergency lighting and exit signage checks, fire drill coordination, and emergency egress pathway verification.
- Ensure facility conditions comply with OSHA General Industry Standards and Maryland specific requirements.
- Participate in environment of care/safety walkthroughs at clinical sites as directed; document physical environment findings and complete assigned corrective actions.
- Maintain OSHA/MOSH-required documentation, including Safety Data Sheets (SDS) for facility maintenance chemicals and hazardous materials used in maintenance operations.
- Support survey and inspection readiness by maintaining physical environment conditions and documentation consistent with TJC Ambulatory, HRSA Operational Site Visit, and other regulatory standards.
- Maintain emergency utility shutoff procedures, evacuation route signage, and emergency equipment readiness in accordance with CCI’s Emergency Operations Plan.
- Report facility-related safety hazards and incidents through CCI’s incident reporting system and participate in corrective action follow-up.
- Support ADA accessibility compliance at all sites; identify and escalate barriers to access.
Vendor and Landlord Coordination
- Serve as the primary facilities liaison with landlords at all leased locations; track lease-obligated versus tenant-responsible maintenance items and hold landlords accountable for their obligations.
- Manage relationships with external vendors and contractors for specialized maintenance (HVAC, plumbing, electrical, pest control, elevator service, janitorial) across all sites.
- Obtain and evaluate vendor bids for maintenance and repair projects; make recommendations to CSOO on cost and scope.
- Ensure all vendors and contractors working in clinical spaces comply with CCI’s infection control, safety, and credentialing requirements.
Owned Property Management
- Manage all building systems and infrastructure at CCI-owned properties, including HVAC, plumbing, electrical, roofing, parking areas, and grounds.
- Coordinate and document required inspections and certifications (fire systems, boiler, elevator, backflow preventer, etc.) per Maryland regulatory requirements.
- Develop annual capital maintenance recommendations for owned properties and provide input to organizational capital planning processes.
- Maintain grounds and building exterior to professional standards consistent with CCI’s mission and community presence.
General Operations Support
- Coordinate furniture assembly, office reconfigurations, and space setup for new programs, staff moves, and clinical workflow changes.
- Deliver materials, equipment, and supplies across sites and to/from storage units as needed.
- Manage inventory of tools, equipment, and maintenance supplies.
- Perform additional duties as assigned.
MINIMUM QUALIFICATIONS:
- Minimum 5 years of general maintenance and/or facilities experience; healthcare or multi-site commercial facilities experience strongly preferred.
- Demonstrated knowledge of building systems including HVAC, plumbing, electrical, and fire safety.
- Ability to read and interpret floor plans, safety documents, building system schematics, operating and maintenance instructions, and procedure manuals.
- Working knowledge of OSHA/MOSH general industry safety standards applicable to healthcare environments.
- Valid driver’s license and reliable personal transportation; regular travel between CCI sites in Montgomery and Prince George’s Counties required.
- Proficiency with basic computer applications for work order tracking, email communication, and documentation.
- Must be able to work independently, prioritize competing demands across multiple locations, and communicate effectively with clinical and administrative staff at all levels.
- Working on-site is an essential duty of this position. This is not a remote or hybrid role.
Salary : $55,000 - $70,000