Facilities Operations Manager

POSITION: Facilities Operations Manager (N400)
DEPARTMENT: Administration
RERORTS TO: Director of Member Services and Site Operations
LOCATION: East Bay Sites: 2920, 2950, 3001, 3050, 3124 International Blvd.
Oakland CA, 94601
Native American Health Center (NAHC)
WORK HOURS: Full-Time, 40 hours per week, 100% FTE; Evenings and weekends as needed
STATUS: Non-Union, Exempt

POSITION SUMMARY
The Facilities Operations Manager (FOM) oversees the maintenance, safety, security, regulatory compliance, and operational efficiency of NAHC East Bay facilities. The FOM is responsible for facilities planning, vendor management, capital improvement projects, and regulatory readiness. This position directly supervises Facilities Manager and Maintenance Workers I and II and works collaboratively with Site Operations Managers, clinical, administrative, compliance, and property management staff to ensure safe, efficient, and compliant facility operations.

This position will work evenings and weekends as needed.

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTIES AND RESPONSIBILITIES

FACILITY, MAINTENANCE, AND SECURITY
1. Oversee facilities and maintenance staff, ensuring that a clean and safe environment is maintained in accordance with clinic standards. Directs training of managers and employees in best practices for maintenance work, service and safety standards, and local laws and regulations.
2. Monitor daily building operations of all systems, including mechanical, electrical, plumbing, HVAC, safety, and waste management to ensure reliability. Regularly visits all NAHC East Bay sites to monitor compliance and facilitate efficient operation standards.
3. Provide oversight of building security, including direct supervision of the security personnel. Serve as the primary point of contact for the security company and ensure that service delivery aligns with NAHC standards.
4. Track and manage work orders by leading regular meetings with the Facilities Manager and Maintenance Worker to delegate tasks appropriately, scheduling work orders and monitoring through completion. 5. Schedule and oversee external contractors and vendor projects through completion (electricians, plumbers, roofers, painters, landscapers, etc.). Maintain vendor relations to facilitate quick resolution of facilities issues. 6. Manage facility and maintenance projects in coordination and communication with appropriate staff. Oversee efforts to proactively forecast and plan routine building maintenance (painting, parking lot, roof, HVAC, carpet cleaning, floor care etc.). Make recommendations to streamline and improve the facilities infrastructure and systems.
7. Oversee and monitor facilities operations budget; procure and analyze inventories, supplies, equipment, project estimates, maintenance work and make requests for expenditures as needed.
8. Must be available to respond to facilities-related emergencies outside of regular business hours, including evenings and weekends, as needed.
9. Provide hands-on support with facilities, maintenance, repair, and site improvement projects as needed, working alongside staff to ensure timely completion of critical tasks and operational priorities.
10. Provide hands-on support with facilities, maintenance, repair, and site improvement projects as needed, working alongside staff to ensure timely completion of critical tasks and operational priorities.

NAHC PROPERTY AND TENANTS
11. Serve as a high-level liaison between residential Property Managers and NAHC for property related issues.
12. Establish consistent, proactive, and efficient methods of communication regarding ongoing maintenance, significant construction/facilities issues as well as a system for reporting and responding to facilities issues.

COMPLIANCE AND RISK MANAGEMENT
13. Serve as the facilities lead responsible for ensuring East Bay site buildings, grounds, and physical environments comply with applicable NAHC standards and regulatory requirements.
14. Collaborate with NAHC Compliance staff and site leadership to address facility-related compliance issues and corrective actions.
15. Oversee safe and cost-effective hazardous waste management procedures in coordination with site administrative staff and in accordance with applicable regulations.
16. Ensure facility infrastructure, building systems, emergency equipment, and physical safety features are maintained and operational to support organizational emergency preparedness and regulatory compliance requirements.
17. Collaborate with Compliance staff, Site Operations leadership, and other stakeholders during facility-related safety assessments, drills, inspections, audits,
and walkthroughs; address identified facility deficiencies and implement corrective actions in a timely manner.
18. Ensure East Bay sites maintain facility-related compliance with regulatory requirements and are prepared for facility, life-safety, environmental, and accreditation inspections.
19. Ensure annual East Bay site building inspections are completed, lists of corrections are noted, oversee quarterly walk-throughs and ensure corrective action plan is completed with guidance from NAHC’s administrative compliance staff.
20. Work with Directors, Site Operations leadership, and the Safety Committee in the follow-up, tracking, investigation, and resolution of facility-related Unusual Occurrences and safety concerns.
21. Participate in other quality assurance, risk management, and facility improvement initiatives as assigned.

HUMAN RESOURCES
1. Resolve staffing issues and facilitate conflict resolution for staff under direct supervision. Hire, discipline, evaluate and terminate staff in coordination with the Human Resources department.
2. Effectively lead and retain staff under direct supervision by fostering a team environment and providing opportunities for staff to develop new skills.
3. Act as the site HR liaison between supervisors, new employees, and HR.
4. Support supervisors onsite with new hire onboarding activities as needed and requested.
5. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
6. Member Care: Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.
7. Employee Safety: Safely performs all duties; follows required protective protocols to ensure personal safety as well as the safety of others. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
8. Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
9. HIPAA: Keep all protected health information (PHI) confidential and abide by HIPAA policies for the release and disclosure of any PHI. Will report unauthorized use of disclosure of PHI immediately, to supervisor or HIPAA security officer.
10. Work well under pressure, meet multiple and often competing deadlines.
11. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
12. Other duties as assigned by Supervisor.