Facilities & Vendor Operations Manager

Busy private practice with 6 office locations seeks a Facilities & Vendor Operations manager to oversee our building and facility operations for 6 outpatient clinics (Oak Park, Beverly Park, Jackson Park, South Holland, Midway, and Northside/Montrose). This role will be responsible to ensure that all physical environments are safe, fully functional, compliant with health regulations, and ready to accept patrons each day. The manager acts as the primary liaison between the clinics, external vendors, and executive leadership to maintain seamless, high-efficiency operations across all sites. Facilities & Vendor Operations Manager Location: Chicago, IL (Covers 6 regional outpatient clinics: Oak Park, Beverly Park, Jackson Park, South Holland, Midway area, and North Side/Montrose) Position Type: Full-Time, W-2 Exempt Reports To: Chief Operating Officer (COO) Salary Range: $60,000 year (plus standard corporate benefits) Position Overview The Facilities & Vendor Operations Manager is a highly organized, systems-driven administrative leader responsible for the physical infrastructure, safety compliance, utility uptime, and vendor contract performance across our 6 regional medical office locations (including 2 owned commercial buildings and 4 leased clinic spaces). This is an administrative management and financial auditing role, not a hands-on handyman position. You will serve as the central command center for all property assets, technical infrastructure, and transactional vendor line-item invoice reconciliations, ensuring our 40+ healthcare professionals and contractors can operate in a seamless, secure, and fully compliant clinic environment. Core Responsibilities 1. Multi-Site Property & Asset Management (40%) Field Audits & Site Inspections: Design and execute a mandatory rotating schedule to physically audit 2–3 clinics per week, completing comprehensive Monthly Inspection Reports covering all aspects of facility operations and building upkeep (cleanliness, safety standards, cosmetic or structural needs, and overall presentation). Owned Property Stewardship: Manage full-scale preventative maintenance plans for our 2 owned buildings , overseeing long-term capital assets including roofs, plumbing networks, parking lots, and major infrastructure. Lease & Landlord Liaison: Act as the primary point of contact for our 4 leased properties , holding commercial landlords and property management groups strictly accountable for their structural, exterior, and communal repair obligations. Workflow Standardization: Implement consistent operational policies, opening/closing procedures, and safety protocols across all 6 sites. Staff Communication: Serve as the primary point of contact for site leads regarding facility or equipment malfunctions that impact daily patient scheduling and care. Emergency Response: Establish and manage 24/7 emergency facility response protocols (e.g., security alarms, power outages, water damage) for all locations. Vendor Coordination & Performance Monitoring: Source, schedule, and supervise outsourced facility service providers, including commercial cleaning crews, landscaping/snow removal services, HVAC, plumbing, electricians, and other vendors. Equipment Asset Tracking: Maintain an active, centralized inventory log of all facility, Physical Therapy, and medical equipment across the 6 offices, including serial numbers, warranties, and service histories. Procurement: Oversee the standardized ordering of medical supplies, office inventory, and equipment upgrades while adhering to budgetary constraints. 2. Transactional Financial Control, Invoice Auditing, & Bookkeeping (30%) Line-Item Cost Containment: Meticulously audit and cross-reference high-volume monthly vendor statements/invoices (Patient Transportation, Labs, PT/medical and office supply vendors, Shredding Services, and others) against our internal patient service logs. Invoice Pre-Approval: Review all vendor invoices for accuracy and approval. Identi…

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