NH-Portsmouth

Facilities Coordinator

US-NH-Portsmouth
Job ID
2017-1346

Overview

 

ConvenientMD is a full-service urgent care group offering high-quality and affordable medical care for a broad scope of illnesses and injuries for patients of all ages.  No appointment is needed, customers can just walk-in from 8am to 8pm, 7 days a week.  The company has a friendly staff providing a consumer-centric experience.  ConvenientMD clinics have state-of-the-art facilities equipped with digital x-ray, lab, ECG and IV.

 

 

JOB SUMMARY:

 

ConvenientMD is seeking a motivated Facilities Coordinator.  This position is a multi-functional position managing operational parts of Facilities, Construction and Market Selection. As a Facilities Coordinator, you are a key part of providing operational support for our existing and future urgent care clinics.   This includes supporting the Director of Facilities & Construction with day to day operational support including maintaining existing facilities, construction of new facilities and market research and selection.

 

Who we need:

  • A Clear Communicator. You help teammates understand the timeline and process of repairs as well as communication with 3rd party vendors.
  • A Team Player.  You are united with teammates in delivering the best experience to employees and customers.
  • Proactive.  You act like an owner, managing regular and preventative maintenance.
  • Personable.  You are respectful, pleasant to be around, and enjoy engaging with others.
  • Levelheaded.  You keep your cool during maintenance emergencies and quickly find solutions.
  • Motivated.  You invest extra energy to reach your goals.
  • Solution-Oriented.  You follow through on commitments, letting team mates know they matter.
  • Organized. You are flexible and able to juggle multiple priorities and interactions with clinics and teammates smoothly.

Responsibilities

 

ESSENTIAL JOB RESPONSIBILITIES:

  • Dispatch incoming service request tickets to Mobile Technicians
    • Efficient scheduling based on severity of issue
    • Optimize routing to manage mileage
    • Daily and Weekly audit of Service Request system to ensure all tickets have been scheduled, updated and closed with all applicable cost
  • Communicate facility updates and schedules on C3 (Intranet) for increased communication and limit disruption to the clinics. Posted communications on clinic page as follows:
    • Disruption in utility services
    • Annual vendor inspections
    • Safety Audits
    • All vendor related repairs
    • Upcoming clinical upgrades
  • Schedule clinical upgrades as needed
    • Schedule Tech or Vendor depending on type of upgrade
  • Schedule vendor required service requests
    • Ensures system is updated and clinics are notified of schedule
    • Follow-up to ensure vendor work is completed in timely manner, verify with completion with clinic
    • Ensures vendor billing is submitted and updated cost in Salesforce for proper tracking
    • Close out Vendor related service requests
  • Schedule and follow-up on all State Health Department required inspections
    • Ensure documentation has been uploaded to Salesforce Clinic Profile
    • Ensure all inspections are completed before inspection date
    • Execute Plan of Correction if needed
  • Schedule all Preventative Maintenance inspections
    • Monthly and Quarterly by Tech
    • Annual with Director and Practice Manager
    • Ensure all maintenance items are input into Salesforce for proper tracking
    • Dispatch vendor required items
  • Ensure all annual services are schedule and completed
    • Set up quarterly window cleaning scheduled with LL, cleaning company and Tech
    • Quarterly paint touchup with Tech
    • Quarterly millwork and furniture touchup with Tech
  • Schedule new installs and check-ins of marketing banners
    • Schedule Tech to install new marketing banners per Marketing Schedule
    • Route Tech’s to verify existing banner conditions, rehang or reorder if needed
  • Schedule Tech’s into office
    • Monthly Tech Training and Meeting
    • Monthly Credit Card Expense Reporting
    • Annual performance reviews
  • Update Market Demographics on quarterly/semi-annual basis
    • Update market competition on a quarterly basis, re-rank Market Matrix
    • Update mapped visits (Existing Patient Data) on Semi-annual basis
  • Provide refined demographics based on specified market addresses provided by David Sanderson
  • Adjust Drive Time Mapping and re-ranking of markets as needed
  • Assist in market analytics of existing patient data to gain a better understanding of market selection and cannibalization
  • Assist (As needed) in the initial ordering and tracking of opening orders
    • Ordering and delivery of Medical Equipment, Furniture and Opening Orders
  • Assist Director in Construction and Architect Contracts and plan reviews
  • Assist Director in Construction and Architect Contracts and plan reviews
  • Manage employee access system
    • Scrub system semi-annual compared to the termination list
    • Create access and issue new Key Fobs for new hires
  • Vendor Management
    • Assist in rollout of Vendor Onboarding Procedures
    • Manage Licensing and Insurance Certs, as well as current contact information in Salesforce
    • Annual vendor analysis to evaluate the pricing and performance of vendors

Qualifications

POSITION QUALIFICATIONS:

  • Minimum of 2+ years preferred but not required
  • Salesforce knowledge preferred but not required
  • Understanding of basic technology including Microsoft Office Programs
  • High school diploma or general education degree (GED)

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