Director of Facility Operations & Safety

The Director of Facility Operations & Safety is responsible for the overall management including but not limited to: HVAC, maintenance, safety, and operational readiness of the facility, grounds, building systems, equipment, and related services. This position ensures a clean, comfortable, functional, and safe environment for residents, employees, visitors, and other individuals served by the facility.

Responsibilities include regulatory compliance (OSHA, state and federal licensing/certification entities, CMS, HHS, etc); maintenance and repairs; preventive maintenance; environmental safety; emergency preparedness; building systems; groundskeeping; vehicle maintenance; inventory control; contractor management; budgeting; and supervision of assigned staff.

This is a hands-on, working director position. In addition to administrative and supervisory responsibilities, the Director is expected to perform routine maintenance, troubleshoot equipment and building issues, respond to work orders, conduct inspections and complete routine checklists/audits, assist staff with daily assignments, and complete repairs within the limits of their training, qualifications, and applicable safety requirements. The Director must be willing to perform daily operational work while ensuring that the department's broader responsibilities are completed effectively and on time.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Daily Hands-On Facility Operations and Maintenance

• Perform daily rounds and inspect the interior and exterior of the facility to identify maintenance needs, safety hazards, cleanliness concerns, and opportunities for improvement.
• Complete routine hands-on maintenance and repairs, including basic electrical, plumbing, carpentry, painting, mechanical, HVAC, and general building repairs, as qualified and authorized.
• Troubleshoot building systems, equipment malfunctions, plumbing leaks, lighting problems, doors, locks, furniture, fixtures, and other facility issues.
• Respond promptly to maintenance requests and work orders, prioritizing urgent repairs and issues that affect resident safety, comfort, and daily operations.
• Perform or assist with preventive maintenance, including scheduled inspections, equipment servicing, filter changes, lubrication, testing, and other required maintenance activities.
• Maintain the facility's mechanical rooms, maintenance areas, tools, equipment, storage areas, and workspaces in a clean, organized, and safe condition.
• Assist with room preparation, furniture movement, minor renovations, painting, repairs, and other facility projects as needed.
• Monitor the operation and condition of HVAC systems, electrical systems, plumbing, mechanical equipment, security systems, and other building infrastructure.
• Perform routine groundskeeping, seasonal maintenance, snow and ice removal, landscaping upkeep, and exterior property maintenance, as needed.
• Inspect and maintain facility vehicles and equipment, coordinating servicing and repairs as appropriate.
• Assist with housekeeping, environmental services, laundry, and other operational needs when necessary to maintain facility standards and ensure continuity of services.
• Provide direct assistance to maintenance personnel and other departments when workloads, emergencies, staff shortages, or operational needs require it.
• Ensure that repairs and maintenance activities are completed promptly, properly, and in accordance with applicable safety procedures.
• Maintain an organized work-order system and ensure requests are documented, assigned, completed, and followed up on appropriately.

2. Department Leadership and Staff Supervision

• Direct, organize, schedule, and evaluate the daily activities of assigned maintenance and facility operations personnel.
• Recruit, interview, hire, orient, train, and supervise employees in coordination with Human Resources and the Executive Director.
• Establish work schedules, assign responsibilities, monitor productivity, and ensure adequate departmental coverage.
• Conduct performance evaluations and provide coaching, feedback, and corrective action as appropriate.
• Ensure employees receive required training and follow facility policies, procedures, safety practices, and performance expectations.
• Provide hands-on guidance and assistance to staff while maintaining accountability for the quality and completion of assigned work.
• Conduct departmental meetings and individual staff meetings as needed.
• Promote teamwork, effective communication, professionalism, and cooperation with all facility departments.
• Develop and implement departmental procedures, preventive maintenance schedules, work-order processes, and performance goals.
• Assist other departments with operational issues and coordinate facility services to minimize disruption to resident care and daily activities.

3. Regulatory Compliance and Facility Inspections

• Maintain compliance with applicable federal, state, and local laws, regulations, codes, licensing requirements, and facility policies governing maintenance, plant operations, environmental safety, and emergency preparedness.
• Maintain working knowledge of applicable healthcare and residential care facility requirements, including OSHA standards, fire and life safety requirements, infection prevention practices, and other relevant regulations.
• Prepare for, participate in, and respond to inspections, surveys, audits, and visits by regulatory authorities, fire officials, inspectors, and other authorized representatives.
• Maintain required inspection reports, maintenance logs, testing records, permits, certifications, and other departmental documentation.
• Identify deficiencies, develop corrective action plans, and ensure necessary corrections are completed within required timeframes.
• Coordinate with the Executive Director and other department leaders to address regulatory findings and implement required operational changes.
• Ensure maintenance and facility operations are conducted in accordance with established infection control procedures and applicable universal precautions.

4. Safety Program and Emergency Preparedness

• Direct and coordinate the facility safety program and serve as chairperson of the Safety Committee, as assigned.
• Schedule, conduct, and document regular safety inspections and environmental rounds.
• Identify unsafe conditions, correct hazards when possible, and promptly report and escalate issues requiring additional resources or authorization.
• Develop, review, and implement safety policies, procedures, and guidelines in coordination with the Executive Director and applicable committees.
• Coordinate required fire drills, emergency drills, staff training, safety education, and related exercises.
• Maintain and update the Emergency Disaster Preparedness Plan in coordination with the Executive Director and Safety Committee.
• Coordinate inspections, testing, and maintenance of fire protection systems, emergency equipment, generators, and other life-safety systems, as applicable.
• Ensure emergency exits, hallways, stairwells, mechanical rooms, and other designated areas remain accessible and free of obstructions.
• Maintain records of safety inspections, drills, incidents, accidents, corrective actions, and required testing.
• Investigate or assist with investigations of accidents, injuries, incidents, and safety concerns, and document findings in accordance with facility policy.
• Coordinate with emergency responders, fire officials, police, inspectors, and other authorities when necessary.
• Respond to facility emergencies and be available for emergency call-ins as required by the position.

5. Preventive Maintenance, Building Systems, and Capital Projects

• Develop, maintain, and monitor a comprehensive preventive maintenance program for buildings, equipment, vehicles, and mechanical systems.
• Maintain accurate schedules for inspections, servicing, testing, repairs, and replacement of equipment and building components.
• Monitor the condition and performance of facility systems and recommend repairs, replacements, upgrades, or improvements.
• Participate in planning, bidding, budgeting, and recommendations for renovations, restorations, construction, and capital improvement projects.
• Obtain and review bids and coordinate contractors, vendors, and service providers as authorized.
• Monitor contractor performance, work quality, project timelines, and compliance with facility requirements.
• Inspect completed work to verify that repairs and projects meet expectations and that deficiencies are addressed.
• Coordinate projects with facility leadership and other departments to minimize disruption to residents, employees, and operations.
• Maintain appropriate records of equipment warranties, service agreements, inspections, repairs, and contractor activities.

6. Budgeting, Purchasing, Inventory, and Contracts

• Assist in preparing the annual departmental budget and managing expenditures within the approved budget.
• Monitor expenses, identify cost-saving opportunities, and recommend operational improvements without compromising safety or quality.
• Purchase or coordinate the purchase of tools, equipment, maintenance supplies, parts, and other approved departmental needs.
• Maintain adequate inventory levels and ensure supplies and equipment are properly stored, secured, maintained, and accounted for.
• Review maintenance invoices, verify services and materials received, and approve invoices for processing in accordance with established authorization procedures.
• Manage facility operations contracts, service agreements, bids, and vendor relationships as assigned.
• Maintain accurate inventory records, purchasing documentation, budget reports, invoices, and related departmental files.
• Obtain appropriate approvals before committing facility funds or authorizing work outside established spending limits.

7. Communication and Interdepartmental Coordination

• Maintain effective communication with the Executive Director, department managers, employees, residents, families, contractors, vendors, and regulatory authorities, as appropriate.
• Respond professionally and promptly to concerns involving facility conditions, maintenance requests, safety, cleanliness, and operational services.
• Coordinate with nursing, resident services, housekeeping, dietary, administration, and other departments to address facility needs.
• Communicate urgent maintenance issues, safety hazards, equipment failures, and anticipated service interruptions to appropriate leadership.
• Provide regular updates regarding departmental performance, outstanding work orders, projects, inspections, staffing, and budget concerns.
• Attend required meetings, training sessions, workshops, and in-service programs.
• Maintain appropriate confidentiality regarding resident, employee, financial, and organizational information.

8. General Facility and Organizational Responsibilities

• Support the mission, philosophy, and values of the organization and, where applicable, the philosophy of the Sisters of Charity Health System.
• Respect resident rights, dignity, privacy, and confidentiality at all times.
• Maintain professional boundaries and demonstrate respectful, courteous behavior toward residents, families, employees, and visitors.
• Follow established policies, procedures, performance standards, and the Employee Handbook.
• Maintain a professional appearance and a clean, organized office and work area.
• Report incidents, accidents, unusual occurrences, and other concerns in accordance with established procedures.
• Attend required staff meetings, educational programs, and in-service training.
• Maintain required licenses, certifications, and job-related training.
• Work independently with appropriate judgment while keeping the Executive Director informed of significant issues and decisions.
• Perform all assigned duties accurately, effectively, cooperatively, and within established timeframes.

9. Other Duties as Assigned

Perform other duties and responsibilities as assigned by the Executive Director or designee, including additional hands-on maintenance, facility operations, safety, environmental services, emergency response, project work, and support of other departments as necessary to meet organizational needs.

The responsibilities listed in this job description are not intended to be all-inclusive. Duties may be modified, added, or reassigned based on operational needs, regulatory requirements, staffing, and organizational priorities.

QUALIFICATIONS AND REQUIREMENTS

• Minimum of two years of experience in facility maintenance, plant operations, building services, or a related field; additional supervisory or healthcare facility experience preferred.
• High school diploma or equivalent required. Some college coursework or equivalent additional technical training is preferred.
• Demonstrated working knowledge of general building maintenance, electrical systems, plumbing, HVAC, mechanical systems, carpentry, painting, and equipment repair.
• Knowledge of preventive maintenance practices, facility inspections, environmental safety, and emergency preparedness.
• Understanding of applicable federal, state, and local regulations affecting healthcare or residential care facilities.
• Prior experien