Facilities Regional Manager

About the position

The Facilities Regional Manager will be located in Dallas or Fort Worth, TX. Travel 75% to 6 states in the West Region. Responsible for providing functional, technical and process management in all aspects of the company's physical facilities, including building maintenance, safety, compliance, renovation projects, staff management, and budget control, ensuring the smooth operation and optimal functionality of all assigned VITAS buildings and systems while prioritizing patient care and staff safety. All duties and responsibilities are to be performed in accordance with VITAS Healthcare Corporation’s policies, procedures, guidelines, contractual commitments, and governmental regulations.

Responsibilities

• Overseeing day-to-day facility operations including building maintenance, repairs, cleaning, security systems, and utilities management of assigned buildings.
• Works collaboratively with other teams and departments.
• Visits company sites and partners with Program and Regional leadership teams, advising them of recommendations for their sites.
• Ability to communicate solutions in partnership with operational and field leadership.
• Builds meaningful relationships with internal stakeholders and external partners to achieve business objectives.
• Within designated grants of authority, approves purchase orders and payment of invoices, as they pertain to the facility maintenance requests, communicating excessive costs proactively to Program and Regional leadership teams.
• Ensures the Facilities department and VITAS standard operating procedures and processes are followed to ensure consistency and quality of execution, recommends changes to and establish of new processes as required.
• Maintain service level agreements (SLA) and key performance indicators (KPI) that have been established with Program and Regional leaders to measure department effectiveness and opportunities for improvement.
• Ensures assigned VITAS facilities follow all local, state, and federal regulations related to building safety, environmental standards, and accessibility.
• Ensures that assigned VITAS facilities are compliant with Hospice Conditions of Participation, partnering with other VITAS departments, IPU hosts, and property landlords to ensure all required maintenance activities are completed per regulatory standards and with proper documentation.
• Maintains the program established for the routine inspection of VITAS owned and leased facilities to identify facility-related compliance, maintenance, and safety issues.
• Oversees scheduling and managing routine corrective and preventative maintenance on all assigned building systems and equipment; ensuring critical preventive maintenance tasks on life safety systems and critical utility systems are competed on time.
• Acts as a subject matter expert in facility-related regulations collaborating with other VITAS departments in developing strategies and tactics to ensure compliance.
• Assist Facilities department leadership in development and management of the facility department budget, including vendor contracts, maintenance costs, and project expenses.
• Collaborate with Program and Regional leadership teams in establishing annual budgets for facility-rated maintenance and operating expenses of VITAS owned and leased properties.
• As assigned, lead and manage a team of maintenance technicians responsible for maintenance of the assigned building with the VITAS real estate portfolio.
• Perform employee performance reviews, create staff development and training plans.
• Mentor, develop and provide on-the-job training to subordinates to strengthen their current performance and preparation for future advancement.
• Observe and evaluate employees and work procedures to ensure standards for quality and service are met.
• Recommend personnel actions such as new hire requests and discharges, to ensure proper staffing.
• Provide approval for overtime needs.
• Directly supervises maintenance technicians and other employees in the Facilities Department as assigned. Fulfills supervisory responsibilities in accordance with the organization's policies and applicable laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
• Initiating and overseeing small and medium size construction and renovation projects, ensuring adherence to project goals, timelines, and budgets.
• Coordinate with Facilities project manager on plans for renovations, additions, or new buildings. Actively participating in design reviews to ensure cost effective and compliant facility designs.
• Assist the Director of Facilities Management with developing and managing multi-year capital forecast for VITAS owned properties and assists in capital planning for assigned VITAS buildings.
• Identifies potential facility-related risks and implements preventive measures to ensure employee safety and property protection.
• Collaborates with other VITAS departments in the development of emergency response plans for utility outages and other facility-related disasters.
• Participate in Security, Safety, and Emergency Management initiatives and meetings as requested.
• Leverages VITAS’ economy of scale in the selection, contract negotiation and management of external vendors for maintenance, repairs, and other specialized services including evaluating the benefits of national contracts vs. local vendors.
• Manages the relationship with vendors providing services to assign VITAS buildings.
• RFP creation, bid review, selection, and evaluation of third-party vendors for contracted work.
• Uses facility management systems (FMS) including building automation system (BAS), computerized maintenance management system (CMMS) to monitor building systems, track maintenance activities, and optimize energy usage.
• Understand that he/she, and the staff that he/she works with, may be exposed to Protected Health Information (PHI), and ensures that he/she, as well as the staff he/she supervises, treats PHI per VITAS policies and procedures.
• Performs related duties as required.

Requirements

• Minimum of 3-5 years healthcare Facilities Management. Previous experience as a Facilities Manager overseeing multiple locations preferred.
• Microsoft Office Suite; extensive knowledge and experience with Microsoft Word, Excel, PowerPoint, and Teams, including advanced features such as formatting, data analysis, presentation creation, and collaboration tools.
• Project Management Software; practical experience with MS Project or other software for project management, including creating timelines, tracking progress, resource management, and reporting.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
• Ability to manage staff in a positive and productive manner by motivating, developing, and managing employees as they work.
• Ability to utilize and administer the disciplinary action process through coaching and counseling to improve performance or terminate employment.
• Ability to communicate tactfully, verbally and in writing with department heads, managers, coworkers, and vendors to resolve problems and negotiate resolutions.
• Strong interpersonal skills within all levels of the organization.
• Valid Driver’s License required.
• Valid Auto Insurance required.

Nice-to-haves

• Certified Healthcare Facility Manager or Engineer (CHFM or CHE) Certification preferred.
• Associates degree in a relevant field, such as facilities management, engineering, or business management. Alternatively, a minimum of 10-years related experience and/or training, or equivalent combination of education and experience.