Facilities Coordinator

About the Role The Facilities Coordinator is responsible for supporting the day-to-day maintenance, cleanliness, and operational readiness of the clinic. This role oversees facility-related vendors and contractors, manages the ordering and inventory of clinic supplies, receives and organizes deliveries, and helps ensure the clinic is well maintained for patients, staff, and visitors. This role is ideal for someone who strong problem solving skills and a proactive approach to identifying and resolving issues. What You'll Be Doing: Facilities Maintenance Maintain the cleanliness, organization, and general appearance of the clinic’s common areas, administrative spaces, and exterior grounds. Complete routine facility inspections and identify maintenance, repair, or safety concerns. Address minor facility maintenance requirements in a timely and cost-effective manner. Support seasonal maintenance activities, including landscaping, snow removal, and waste management. Respond to facility-related requests in a timely and professional manner. Vendor & Contractor Oversight Oversee relationships with contractors, service providers, and maintenance vendors, including coordinating clinic access and scheduling required services. Obtain and review quotes, negotiate fees and service arrangements, and support cost-effective purchasing decisions. Monitor vendor and contractor work to ensure services are completed in a timely manner and to an appropriate standard of quality. Follow up on outstanding work, service deficiencies, repairs, and other vendor-related issues as required. Communicate significant facility concerns, service requirements, and vendor issues to the Manager, Infrastructure & Compliance. Support facility improvement projects as required.Deliveries, Inventory Management, Ordering & Deliveries Manage inventory levels for clinic and facility supplies to ensure appropriate stock is maintained to support day-to-day operations. Order supplies as required and coordinate with vendors to support timely and cost-effective purchasing. Maintain an organized inventory management process, including monitoring stock levels, identifying replenishment needs, and maintaining appropriate inventory levels. Receive deliveries and verify shipments against packing slips and purchase orders. Cross-reference invoices with received goods and report or resolve discrepancies as required. Organize and distribute supplies and deliveries appropriately within the clinic. Maintain organized supply and storage areas and support the implementation and ongoing use of clinic inventory management systems and processes. Medical Device Reprocessing & Sterilization – Backup Support Complete and maintain required Medical Device Reprocessing (MDR) training and certification requirements. Serve as a backup for medical device reprocessing and sterilization activities when required. What We're Looking For 3+ years of experience in facilities support, building maintenance, operations, receiving, inventory management, or a related role. Strong problem-solving skills and a proactive approach to identifying and resolving issues. Comfortable overseeing contractors, vendors, and service providers and addressing service requirements as needed. Strong organizational skills with the ability to manage inventory, purchasing, deliveries, and multiple operational priorities. Ability and willingness to complete required Medical Device Reprocessing (MDR) training and coursework and provide backup support for medical device reprocessing and sterilization activities. Strong attention to detail and ability to follow established procedures and documentation requirements. Physical ability to perform lifting, moving equipment, standing, bending, and other manual tasks throughout the workday. Experience working in a healthcare, professional services, commercial, or customer-focused environment is considered an asset. The Right Fit is Someone Who: Takes ownership and follows through …

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