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Director of Facilities and Maintenance

Impec Group – Boston, MA

Impec Group continues its rapid transformation into a full-service Facility & Professional Real Estate Services provider through strategic acquisitions and experienced hires. Impecs goal is to be an impartial, knowledgeable and high-touch service provider to the industry. We provide customized, innovative solutions that turn our clients built environment liabilities into business assets.

In collaboration with Hospital senior management, is responsible for the administration of all departmental programs and services relating to functional maintenance, system operations, life safety, and utility services.

Under the general direction of the Vice President of Operations, the Director of Facilities and Maintenance is responsible for the development and administration of planning, design, and construction of the Medical Center.

He/she is responsible for all life safety compliance at the local (authority having jurisdiction), state and national accreditation level (The Joint Commission and The Center for Medicare and Medicaid Services). He/she is primarily concerned with the implementation of the organization s short and long-term facilities plan.

He/she is responsible for representing the owner during the programming, design and construction phases of major building projects, internal renovations, and changes to existing structures. The Director of Facilities and Maintenance must ensure that senior management is apprised of current project schedules, costs and that the owner s goals and interests are being achieved. Establishes and directs departmental goals and objectives in accordance with those of the Hospital administration to provide and assure the basic needs for the welfare, comfort, and safety of patients, visitors, and staff as they relate to maintenance, repair, operation, and modification of all hospital buildings, grounds, mechanical and electrical systems, and equipment.

KEY RESPONSIBILITIES:

(Use bullets for specific responsibilities)

II. Job Relationships:

The position directs and supervises maintenance and facilities staff, contractors, architect, engineers, vendors, and other consultants.

The position acts as a consultant to the Medical Center Administration, Steward Health Care Administration, the Facilities and Support Services Division, and all Medical Center departments, clinical and non-clinical.

Maintains external relations related to Facilities Management and Life Safety including local, State and Federal regulatory agencies, The Joint Commission (TJC), insurance carriers, and others as needed.

Collaborates with the following staff:

Corporate Real Estate and Finance

Security

Environmental Services

Transport

Information Services

Communications Services

General Services

Nursing

Infection Control

Quality and Risk

Others as needed

III. Authority:

The position has the authority and the responsibility for ensuring all aspects of life safety and general facility safety are in compliance.

The position has the authority and the responsibility for selecting, engaging outside contractors, architects, engineers, vendors, and other consultants and managing in connection with facility projects and plans and compliance.

The position has the authority and responsibility for directing and supervising outside contractors, architects, engineers, vendors, and other consultants in connection with the facility projects and plans.

The position has the authority to accept and reject the work or product of contractors, architects, engineers, vendors, and other consultants in connection with facility projects and plans.

The position has the authority to manage construction contracts, schedules, bidding processes, and construction requisitions.

Plans, organizes and directs all activities related to staffing including hiring, orienting, performance management, disciplinary actions, continued education initiatives and oversees all performance evaluations.

Director has the authority to hire, discipline, and terminate employees. Solicits bids, signs contracts, signs all Purchase Requisitions, and brings in outside contractors and engineering services when needed.

IV. A. Responsibilities/Essential Functions:

Provides superior customer service to internal and external clients, customers, and patients as referenced in the Service Excellence Standards.

Responsible for all aspects of the Life Safety program to include testing, repair, and documentation as the required frequencies as well as immediate identification, communication, and repair of any Life Safety deficiencies.

Responsible for administration, direction, and oversight of all facilities maintenance and subcontractor activities.

Supervises the day to day operation of the department to assure that maintenance and repair work is done in a safe and timely manner in the best interests of the patients and the hospital staff performing safety audits, inspections and conducting safety-related training.

Works with the Safety Officer to maintain a safe environment for patients, families, staff, and visitors.

Oversees all inspections, tests, and reports on the performance of all critical systems to include, but not limited to, automatic fire sprinkler/standpipe systems, fire/smoke detection and annunciation, emergency power, and all utilities as required or evidenced by routine testing, compliance surveys or written reports.

Conducts plan reviews for code compliance with all applicable Environment of Care and LS standards.

Evaluates and approves, as appropriate, all scheduled Impairments and shutdowns of fire suppression and detection systems. Evaluates and approves all hot work permit applications to conduct such work throughout the Hospital.

Inspects, as necessary, all site locations of active fire suppression and detection systems impairments, as well as hot work activity to ensure that all work is being performed according to applicable national, state, and local standards.

Sets up and supervises a preventive maintenance system that will assure inspection, testing, and maintenance of all equipment in the hospital and will produce documentation as required to prove compliance with all regulatory bodies (authority having jurisdiction, state, The Joint Commission, CMS, etc).

Establishes and adjusts, when necessary, staffing levels, reporting relationships, job descriptions, policies and procedures, management systems, performance standards, staff training, and development of human resources for the department.

Advises members of the Hospital s bargaining team for union contract negotiations, assures adherence to union contract agreements, and reviews all grievance proceedings accordingly.

In collaboration with senior management, develops, establishes and monitors departmental operating and capital expense budgets. Assures the procurements of labor, materials, purchased services, utilities and contracts necessary to operate, maintain and repair the buildings, grounds, and systems through the review and authorization of purchase requests.

Writes or solicits requests for proposals for above services, reviews and negotiates contract terms, recommends contract proposals to senior management including engagement of consultative services when necessary.

Responsible for all departmental fiduciary matters including but not limited to the authorization of purchase requisitions, bills, contractor payments, labor reports, and overtime assignments. Analyzes financial reports and provide explanations or justifications when required.

Schedules, coordinates, and reports on the annual and special inspection visits of the Hospital s property loss insurance carrier s representatives and field engineers

Reviews, summarize as necessary, and circulates the reports resulting from the insurance carrier and regulatory agency inspection visits, and coordinates and monitors activity necessary to correct exceptions noted in those reports.

Performs employee accident investigations to correct any hazardous conditions that may exist within the Hospital to maintain a safe, functional, and healthy working environment for employees, as evidenced by reports and other documentation

Reads interpret and assure the documentation and filing of building and system plans, specifications, and operation and maintenance manuals.

Develops and/or procures plans, specifications, bid documents, estimates, schedules and quotations.

Coordinates internal/external audits including insurance, CMS, TJC, and other regulatory compliance site visits and assures that all departmental programs are in compliance with regulatory standards, hospital directives and all other applicable government codes and regulations.

As designated, it represents the Hospital maintenance, operations, and construction.

Assures the procurement of permits and licenses as necessary for work and/or equipment under the department s purview.

Participates in facility development in concert with the organization s goal for specific building programs.

Assists with directing and coordinating architects, engineers and construction managers during the programming, design development bidding and construction phases of each project.

Evaluates and recommends changes during the development and construction phases of the project.

Participates in discussions and recommendations with senior management and board committees

on:

- Construction of additional facilities.

- Space utilization planning

- Project Budgets

- Scheduling and re-locations

- Steps to achieve long and short-term goals.

Establishes an ongoing communication process during the design, construction, relocation and occupancy phases of each project with the following:

- Impacted user and support departments

- Facilities, information services, and telecommunication departments

- State and local regulatory agencies for licensing and occupancy requirements

- Community relations and Foundation departments for promotional activities

Reviews all consultant and contractor/vendor invoices and requisitions.

Coordinates the property management of building facilities both on and off campus such as:

- Negotiates landlord/tenant leases.

- Interfaces with the facility department to provide the necessary maintenance of tenant units per

- contract.

- Inspects and reports on possible off-site property locations.

- Develops documents for the proper build-out of these facilities.

- Coordinates the occupancy and move in of the various parties.

Provides effective management, communications, planning and construction efforts with Medical Center Management, uses departments, outside consultants, contractors, and vendors.

Develops facility plans and recommendations that are well researched, environmentally sound, conserving of resources and that promote the highest and best use of our structures, site, and surroundings.

Management of Building and Environmental Systems inclusive of Medical Center s Preventive Maintenance Program on Systems.

Evaluation/Replacement processes for System/Capital Equipment and Systems.

Aesthetics of Medical Center (inclusive of Buildings and Grounds).

Develops, maintains, and tracks daily Perfect Room Program in conjunction with Environmental Services and Nursing.

Maintenance related/Facility related project management inclusive of customer communications, site planning, and ILSM.

In cooperation with the Vice President, plan the operation of utilities in all buildings to minimize energy consumption.

Oversees both temporary and permanent construction management personnel with regard to performance, education, and training. Institutes training procedures where appropriate.

Develops and puts in place standardized forms and procedures for contracts, estimates, schedules, job management, safety concerns, shutdowns, system interruption, and project turnover.

Develops a standard set of construction specifications for all projects.

Conducts feasibility studies. Meets with departmental users to determine needs. Prepares project cost estimates.

B. Responsibilities/Non-Essential Functions:

Perform any other duties as needed.

V. Reporting Requirements:

This position will coordinate activities and system initiatives the Steward corporate infrastructure.

Act as Maintenance Department representative to the Safety Committee.

VI. Accountability:

Shall be accountable for maintaining the confidentiality and security of all hospital-related, medical staff related, and patient-related data and information.

Shall be accountable for completing projects within the predetermined budget and schedule.

Shall be accountable for approving and rejecting the work of contractors with regard to quality and conformance to contract documents.

Accountable for knowledge of applicable statutory, regulatory and administrative requirements relative to departmental operations and ensures department compliance.

Ensures that facilities are maintained, secured, renovated. Oversees Corrective Maintenance and Preventive Maintenance.

EDUCATION/EXPERIENCE/LICENSURE/TECHNICAL/OTHER:

I. Education:

Degree in Engineering with graduate level or management courses preferred.

II. Minimum Experience:

- Broad background with four to five (4 - 5) years in plant maintenance or construction,

- and/or engineering.

- Also, four to five (4 - 5) years management level experience in related or, preferably, hospital field.

- Knowledge of all building trades as well as procedures for preparation of construction documents.

- Supervisory experience required

III.Certification/Licensure:

- License in one of the major trades (electrical, plumbing, HVAC, building, etc.) preferred or commensurate acceptable.

IV.Qualification and Training:

- Courses in rules and regulations with various governing agencies, i.e. NFPA, OSHA, MWRA, DEP, DMH, DPH, Building Codes.

Job Type: Full-time

Experience:

  • management level: 4 years (Preferred)

Education:

  • Bachelor s (Preferred)

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