Facilities & Maintenance Manager

Department: Administration / Operations
Reports To: Executive Director or Designee
Status: Full-Time
FLSA Status: Exempt
Location: Multi-Site – Northwest Florida

The Facilities & Maintenance Manager is responsible for overseeing the maintenance, appearance, safety, and efficient operation of Orthopaedic Associates' medical office facilities. This position supports approximately three to four locations totaling approximately 60,000–80,000 square feet of medical office space.

The Facilities & Maintenance Manager will develop and oversee preventive maintenance programs, perform routine maintenance and minor repairs, coordinate outside contractors and vendors, oversee janitorial and landscaping services, manage facility-related supplies, and ensure that OA facilities provide a safe, professional, clean, and functional environment for patients, providers, and employees.

This is a hands-on position requiring the ability to independently perform routine repairs while recognizing when specialized or licensed contractors are required.

• Perform routine inspections of all OA facilities and identify maintenance, repair, safety, and appearance issues.
• Perform minor repairs and general handyman work, including basic plumbing, electrical, carpentry, painting, drywall repair, furniture repair, door and hardware repair, and similar facility needs within the individual's qualifications.
• Troubleshoot facility issues and determine whether work should be completed internally or assigned to an outside contractor.
• Respond promptly to facility-related work orders and service requests.
• Coordinate emergency repairs and facility issues when necessary.
• Maintain appropriate tools, equipment, and maintenance supplies.

• Develop, implement, and maintain a comprehensive preventive maintenance schedule for all facilities.
• Track scheduled maintenance for HVAC systems, plumbing, electrical systems, generators, roofing, fire/life-safety systems, elevators where applicable, doors, lighting, and other building systems.
• Maintain records of inspections, preventive maintenance, warranties, repairs, and equipment service histories.
• Coordinate required inspections and maintenance with qualified vendors.
• Identify aging equipment and building systems and assist leadership with planning for future replacement and capital expenditures.
• Serve as the primary point of contact for facility-related vendors and contractors.
• Coordinate and oversee janitorial services at all locations.
• Coordinate landscaping and exterior maintenance services.
• Monitor vendor performance and ensure contracted services meet OA expectations.
• Obtain competitive quotes when appropriate and make recommendations regarding vendors and service agreements.
• Review facility-related invoices for accuracy before approval.
• Maintain current records of facility contracts, warranties, vendor contacts, and service agreements.

• Monitor inventory and order janitorial, paper, restroom, and general facility supplies.
• Establish appropriate inventory levels to prevent shortages while minimizing excess inventory.
• Monitor janitorial closets and storage areas for cleanliness, organization, and appropriate inventory.
• Work with janitorial vendors and OA leadership to address cleanliness concerns promptly.

• Conduct routine inspections of parking lots, sidewalks, landscaping, exterior lighting, signage, roofs, building exteriors, and common areas.
• Coordinate landscaping, pressure washing, pest control, parking lot maintenance, and other exterior services.
• Ensure facilities maintain a professional appearance consistent with OA standards.
• Identify safety hazards and coordinate prompt corrective action.

• Assist in maintaining facilities in accordance with applicable OSHA, fire, building, accessibility, and life-safety requirements.
• Coordinate required inspections of fire extinguishers, fire alarms, sprinkler systems, emergency lighting, generators, and other applicable systems.
• Maintain facility-related inspection and compliance documentation.
• Immediately report significant safety, environmental, or regulatory concerns to leadership.
• Coordinate with clinical leadership when facility work could affect patient-care areas or clinical operations.

• Assist leadership in developing the annual facilities operating and capital budget.
• Track maintenance and repair expenses and…