Facilities and Safety Assistant

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With over 30 clinics across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

Full-time

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you are seeking an opportunity to grow your career in a purpose-driven, patient-centered organization, we encourage you to apply.

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With over 30 clinics across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

The Facilities and Safety Assistant coordinates administrative workflows and physical checklists to maintain safe, compliant, and well-documented corporate properties. This role acts as a practical support hub—executing regular on-site safety audits, verifying key control inventory, and monitoring climate environments against OSHA-recommended guidelines. The ideal candidate brings strong organizational skills to handle minor blueprint updates, manage compliance vendor documentation, and track mandatory property inspection deadlines across multiple locations.

• Monitor outage alerts. Log verified outages lasting 5 minutes or longer into the internal Risk and Incident Database (GRC). Escalate outages lasting 20 minutes or longer to IT and Facilities heads.
• Check monthly system reports to flag connection qualities under "Excellent," offline cameras, sites with less than 30 days of footage, and cloud storage volume discrepancies.
• Review alarm alerts. Complete incident forms for verified alarms involving emergency dispatches.
• Contact clinic teams directly to confirm if water/temperature alerts are real or false alarms.
• Track bypassed systems and notify the Operations Manager if a system remains bypassed past a standard window.

• Process basic user access requests (add/change/delete accounts) using established protocols.
• Help distribute training materials to new application users.

• Print s, update visitor logs, and resolve badge service tickets.
• Complete monthly physical inventory checks of HQ visitor badges.
• Extract and pull badge portal activity data upon request for HR.

• Flag immediate hazards from new facility or fleet accident forms for supervisors.
• Request and download security footage, dispatch logs, and municipal reports.
• Gather driver telemetry and documentation for at-fault vehicle accident files.

• Perform monthly inventory checks to ensure keys are present and correctly labeled.
• Use standard checklists to audit site lights, plumbing, and emergency signs.
• Monitor thermostats to ensure alignment with established climate control standards and submit maintenance tickets for any environmental failures.
• Monitor vehicle connectivity and flag drivers scoring below 90 for review.

• Run minor image updates on layout files using architectural drawings.
• Track upcoming compliance dates for property extinguishers, sprinklers, and fire alarms.
• Gather and route all facility security, compliance, and life-safety vendor invoices for payment.
• Other duties as assigned.

• Strong foundational knowledge of corporate safety documentation, audit workflows, and compliance processes.
• Experience navigating data portals, security information systems, or compliance tracking platforms (e.g., automated GRC tools, security monitoring portals, or similar enterprise software).
• Basic digital image manipulation skills to update facility layouts and floor plans, or the proven ability to effectively delegate technical design tasks to specialized team members.
• Excellent written and verbal communication skills, with the ability to coordinate across cross-functional teams (HR, IT, Facilities) and deliver clear instructional coaching to field managers.
• Strong attention to detail with the ability to gather evidence, evaluate data telemetry, and reconstruct timelines for incident reporting.
• Must possess a valid…