Facilities Project Lead

Spear Physical and Occupational Therapy•New York, NY

7d•$70,000 - $80,000

About The Position

The Facilities Project Lead role will be responsible for support of the build-out process for new development locations within the Facilities Department and maintenance and coordination of the existing locations including business offices. This includes arranging for utility and other services as needed for new facilities; organizing and managing signage orders; ordering tenant-provided items for the contractorâs use in the build out; ordering equipment including physical therapy equipment; office and field-based management of construction project needs for new clinics with contractors and vendors. This position will be on site for physical therapy equipment delivery day and assist with unboxing / setup of the clinic as well as soft open day for coordination needs with the clinic and internal and external vendors. This position will work to ensure inventory levels and critical timing items are maintained as needed. For existing locations, this position will manage communications from the field via email or maintenance ticket. Clinics will be assigned equally between team members as they arrive, covering the entire footprint. The ideal candidate will be able to respond quickly and knowledgeable with the best course of action. This position must be able to weigh the urgency of the need against the cost of the repairs. Communication with the clinical team, management, and stakeholders in the location is a must. This position will have set days that will be field based to assist with minor clinical items in the locations as needed. This position is based out of our corporate office in mid-town Manhattan and will travel between our corporate office and our field clinics. This position will report to the Sr. Director of Facilities to provide additional support as we continue to grow and expand our service territories.

Requirements

Strong organizational skills a must. Support for multiple projects and assignments in a fast-paced environment. Ability to work independently and in a team.
Education- Construction knowledge preferred. Organizational skills and multi-tasking are a must.
Experience- The candidate will be a self-starter and exhibit superior professional judgment, analytical and communication skills as well as a high attention to detail. Must be able to successfully multi-task and prioritize. Being deadline driven with a sense of urgency is also a key qualification. Must be able to resolve issues and de-escalate situations in a professional manner.
Skills- The successful candidate will be highly organized and astute, able to pay close attention to detail, and possess excellent communication skills to effectively interface with our field associates, management team, co-workers, vendors and customers.
Environment- This position will work in a business office environment with frequent computer use and phone use. Field based work includes trips to job sites and clinics as needed and light hand tool use.
Hours of Work- This is a full-time position working M-F, flexibility is needed to support work being completed in our clinics, opening dates and contractor/vendor availability.
Travel Regular- Travel within NYC metro area to existing and new clinics, and /or vendors.
Physical Requirements- General office environment, some light maintenance and equipment setup. Ability to lift and carry 50 pounds.

Nice To Haves

Certification- None
Experience Excellent proficiency in all Microsoft programs. Project management software experience a plus.

Responsibilities

Overseeing day-to-day office operations of new clinic locations assigned.
Working with Sr. Director of Facilities to ensure all tasks are completed on time
Monitoring inventory and vendor processes to ensure timelines are met
Weekly virtual reviews of site progress and timeline to ensure delivery dates are up to date. Periodic on site as needed per project.
Maintaining all paperwork, photos, etc. and saving them to the server as needed. Update status in the project tracking software.
Ordering and coordinating the delivery and installation of tenant provided items during construction with contractors based on schedule. Ensure schedule accuracy and update vendors weekly as needed.
Arranging for utility and other services as needed for new facilities
Managing setting up of vendors and installations with vendors per schedule
Ordering equipment / appliances and coordinating delivery and installation
Review orders with the field to ensure accuracy and completeness of needs prior to ordered. Ensure deviations are approved as needed.
Updating company software in real-time for project task status
Assisting in the coordination of facilities maintenance and renovation projects
Managing the maintenance (routine and emergency) for multiple clinics including approval of COIs, insurance, and landlord approvals.
Routine follow-up with contractors and vendors to ensure project runs on schedule
Review and set priorities on tickets. Ensure proper response timelines and costs are reviewed as a part of the response.
Updating field and management team weekly on status of projects
Managing vendor list, Landlord / Super contacts list, and contracts and COIâs for vendors
Other duties as required