Manager, Facilities, Fleet, And Courier Services – Multi - site Medical Practice

Facilities Operations Manager

This leader oversees all facilities operations, maintenance, safety, security, fleet, and courier functions across Astera's 20+ medical office locations. This role is responsible for strategic planning, regulatory compliance, capital project management, vendor oversight, and ensuring all clinical sites operate safely, efficiently, and in full compliance with healthcare facility standards.

Facilities Operations & Maintenance

• Provide leadership and oversight of facilities operations across 20+ clinical sites.
• Develop and manage preventive maintenance programs for HVAC, electrical, plumbing, medical gas, emergency systems, and life-safety equipment.
• Oversee work order management, ensuring timely response, resolution, and documentation.
• Conduct regular facility inspections to ensure safety, cleanliness, compliance, and operational readiness.

Regulatory Compliance & Safety

• Ensure compliance with healthcare facility requirements, life-safety codes, OSHA standards, and fire regulations.
• Manage documentation and regulatory logs, including generator tests, eyewash stations, extinguisher checks, alarms, and emergency lighting.
• Lead safety audits, manage risk mitigation plans, and coordinate with compliance leadership.

Capital Planning & Project Management

• Develop annual capital improvement plans and long-range facility strategies.
• Direct renovation, expansion, and construction projects from planning through completion.
• Create scopes of work, coordinate RFPs, manage contractors, and oversee timelines and budgets.

Vendor & Contract Management

• Serve as primary contact for all facilities-related vendors (HVAC, janitorial, landscaping, security, trades, etc.).
• Negotiate contracts, review proposals, evaluate performance, and ensure service-level accountability.
• Manage vendor invoicing, cost controls, and operational efficiency initiatives.

Fleet & Courier Services Oversight

• Oversee the organization's fleet operations, vehicle maintenance schedules, inspections, and compliance.
• Manage courier routes, schedules, and coverage to ensure timely and secure transport of sensitive materials.
• Maintain chain-of-custody standards for medical documents, supplies, and specimens.

Security & Access Control

• Manage building access systems, card readers, key control, alarm codes, and security protocols.
• Oversee installation, maintenance, and audits of physical security systems.
• Ensure appropriate access levels for staff and coordinate timely deactivation when employees separate.

Budgeting & Financial Management

• Prepare and manage annual facilities operating and capital budgets.
• Review and approve facilities-related purchases, invoices, and vendor contracts.
• Implement cost-saving strategies without compromising safety or operational performance.

Leadership & Cross-Functional Collaboration

• Provide guidance, training, and oversight to facilities, fleet, and courier team members.
• Partner closely with operations leaders, site managers, IT, compliance, and clinical leadership.
• Serve as key advisor to executive leadership on facility risks, opportunities, and strategic planning.

Qualifications

• High School Diploma or equivalent.
• 7+ years of experience in facilities management, preferably in healthcare or multi-site operations.
• Proven experience overseeing large portfolios (10+ sites) with complex clinical environments.
• Strong knowledge of healthcare facility codes, OSHA requirements, and life-safety standards.
• Demonstrated project management and capital planning experience.
• Strong negotiation and vendor management skills.
• Experience managing fleet and courier operations preferred.
• Excellent leadership, communication, and organizational skills.
• Ability to respond to urgent facility matters, including after-hours emergencies.
• Safe driving record.

Working Conditions

• Primarily based at corporate office with regular travel to 20+ regional sites.
• Must be able to walk facilities, climb ladders, inspect mechanical rooms, and perform basic physical tasks related to facility oversight.