Job Description

Documentation & Compliance
• Manage petty cash related to dialysis operations and maintain accurate records.
• Assist in the creation, review, and implementation of facility-related policies, procedures, and workflows.
• Ensure compliance with all facility-related operational policies including waste management, laundry services, recycling, fire safety, and regulatory requirements.
• Maintain and update facility-related KPIs and reports.
• Prepare and submit facility documentation, reports, and trackers for management review.
Procurement & Ordering
• Source non-clinical suppliers and obtain quotations as required.
• Assist in preparing purchase requisitions through Oracle or designated procurement systems.
• Coordinate inventory replenishment and facility-related purchasing requirements.
• Support CAPEX submissions and approval processes for facility improvements and equipment purchases.
Maintenance & Servicing
• Maintain service and preventive maintenance calendars to ensure timely completion.
• Coordinate with suppliers, contractors, and service providers for scheduled and urgent maintenance.
• Ensure timely renewal of vehicle registrations, permits, and other facility licenses.
• Serve as point of contact for assigned contractors and outsourced vendors.
• Monitor and ensure completion of facility action plans and maintenance reports.
Accommodation Management
• Liaise with accommodation owners regarding contracts, payments, maintenance, and utility bills.
• Ensure staff accommodation is efficiently managed and operational needs are met.
• Monitor cleanliness, maintenance standards, and budget controls for accommodation facilities.
• Coordinate procurement of accommodation equipment and furnishings with required approvals.
Operational Support
• Respond to general facility-related requests after working hours as required.
• Prepare refurbishment allowance requests and ensure approval processes are completed.
• Provide daily updates and operational reports to the Facilities Manager and Director of Facilities Management.
• Support homecare facility operations including transportation, accommodation, and related logistics.
• Attend facility meetings, committees, and operational projects as assigned.
• Provide departmental coverage during the absence of the Facilities Manager or Facilities Administrative Assistant.
• Perform additional duties as assigned by the Facilities Department leadership.

Documentation & Compliance
• Manage petty cash related to dialysis operations and maintain accurate records.
• Assist in the creation, review, and implementation of facility-related policies, procedures, and workflows.
• Ensure compliance with all facility-related operational policies including waste management, laundry services, recycling, fire safety, and regulatory requirements.
• Maintain and update facility-related KPIs and reports.
• Prepare and submit facility documentation, reports, and trackers for management review.
Procurement & Ordering
• Source non-clinical suppliers and obtain quotations as required.
• Assist in preparing purchase requisitions through Oracle or designated procurement systems.
• Coordinate inventory replenishment and facility-related purchasing requirements.
• Support CAPEX submissions and approval processes for facility improvements and equipment purchases.
Maintenance & Servicing
• Maintain service and preventive maintenance calendars to ensure timely completion.
• Coordinate with suppliers, contractors, and service providers for scheduled and urgent maintenance.
• Ensure timely renewal of vehicle registrations, permits, and other facility licenses.
• Serve as point of contact for assigned contractors and outsourced vendors.
• Monitor and ensure completion of facility action plans and maintenance reports.
Accommodation Management
• Liaise with accommodation owners regarding contracts, payments, maintenance, and utility bills.
• Ensure staff accommodation is efficiently managed and operational needs are met.
• Monitor cleanliness, maintenance standards, and budget controls for accommodation facilities.
• Coordinate procurement of accommodation equipment and furnishings with required approvals.
Operational Support
• Respond to general facility-related requests after working hours as required.
• Prepare refurbishment allowance requests and ensure approval processes are completed.
• Provide daily updates and operational reports to the Facilities Manager and Director of Facilities Management.
• Support homecare facility operations including transportation, accommodation, and related logistics.
• Attend facility meetings, committees, and operational projects as assigned.
• Provide departmental coverage during the absence of the Facilities Manager or Facilities Administrative Assistant.
• Perform additional duties as assigned by the Facilities Department leadership.

8. QUALIFICATIONS, EDUCATION AND EXPERIENCE

ESSENTIAL

PREFERRED

Education

• Diploma or Bachelor’s degree in Facilities Management, Business Administration, or related field

• Facilities Management certification

Experience

• Minimum 0 –1 year of facilities coordination or administrative experience
• Strong organizational and documentation skills
• Proficiency in MS Office applications

• Experience in healthcare or long-term care settings
• Vendor and accommodation management experience
• CAPEX and budget management experience

Certification and LicensureJob Specific Knowledge and Skills

• Strong understanding of facility operations and maintenance coordination
• Knowledge of safety regulations, waste management, and compliance standards
• Effective communication and vendor management skills

• Strong problem-solving and multitasking abilities
• Ability to manage multiple priorities and meet deadlines
• Financial administration skills including petty cash and budget tracking
• Flexibility for on-call operational support