Facilities Coordinator in Coupeville, Washington at Whidbey General Hospital

JOB SUMMARY

The Facilities Coordinator supports the daily operations of the Facilities Department by coordinating maintenance activities, managing the Computerized Maintenance Management System (CMMS), tracking work orders, and supporting regulatory compliance. Under the direction of the Executive Director Ancillary Services, this position schedules preventive maintenance, coordinates contractors and inspections, maintains regulatory documentation, and provides administrative support to ensure the hospital's facilities remain safe, reliable, and compliant with applicable federal, state, and accreditation standards.

PRINCIPLE FUNCTIONS includes the following, other duties may be assigned:

Facilities Operations & Work Order Management

• Coordinate daily maintenance activities with the Facilities Manager, maintenance staff, hospital departments, and contractors.
• Manage the Computerized Maintenance Management System (CMMS), including creating, assigning, scheduling, tracking, and closing preventive and corrective maintenance work orders.
• Monitor work order status, prioritize urgent requests, and ensure timely completion.
• Maintain accurate maintenance records, equipment histories, preventive maintenance schedules, and work order documentation.
• Generate reports on work order activity, equipment performance, compliance, and departmental productivity.
• Schedule maintenance activities to minimize disruption to patient care and hospital operations.

Regulatory Compliance & Facility Safety

• Maintain documentation supporting compliance with applicable federal, state, and accreditation requirements, including CMS, Washington State Department of Health (DOH), DNV, NFPA, and OSHA.
• Coordinate and document required inspections, testing, preventive maintenance, permits, certifications, and regulatory reports.
• Support Environment of Care (EOC), Life Safety, emergency preparedness, and regulatory survey readiness activities.
• Support the Executive Director of Ancillary Services with meeting minutes and scheduling of meetings as needed.
• Conduct routine facility inspections and safety walkthroughs to identify maintenance deficiencies and ensure corrective actions are completed.
• Participate in emergency response and facility incident management as assigned.

Vendor & Project Coordination

• Coordinate contractors and vendors for maintenance, inspections, repairs, and facility improvement projects.
• Monitor contractor performance, verify completed work, and assist with quotes, procurement, and service agreements.
• Ensure vendor activities comply with hospital safety and infection prevention requirements.

Administrative & Department Support

• Maintain departmental records, inventories, purchasing documentation, and historical maintenance files.
• Assist with budgeting, invoice reconciliation, data reporting, and quality improvement initiatives.
• Coordinate facility moves, equipment relocations, and other departmental support activities.
• Respond promptly to facility service requests and communicate work order status to customers and stakeholders.

OTHER SKILLS & ABILITIES

• Working knowledge of healthcare facility operations, building systems, and preventive maintenance programs.
• Knowledge of applicable regulatory and accreditation standards, including CMS, Washington State Department of Health (DOH), DNV, NFPA, and OSHA.
• Proficiency with Computerized Maintenance Management Systems (CMMS), and database/reporting software.
• Strong organizational, analytical, and problem-solving skills with the ability to manage multiple priorities and meet deadlines.
• Ability to maintain accurate maintenance records, compliance documentation, and departmental reports with a high degree of accuracy.
• Excellent communication, customer service, and interpersonal skills, with the ability to work effectively with staff, contractors, vendors, and leadership.
• Ability to exercise sound judgment, maintain confidentiality, and work independently while supporting a collaborative team environment.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• Highest level of education completed, minimum high school diploma or equivalent required.

Training and Experience

• Minimum three (3) years of administrative, facilities coordination, maintenance planning, or related experience.
• Experience using computerized maintenance management systems (CMMS) or similar work order software preferred.

Certificates, Licenses, Registrations

• Valid Washington State driver's license with an acceptable driving record upon hire and may be subject to annual driving record checks based on facility insurance carrier requirements.
• An out of state driver’s license will be acceptable in conjunction with a valid US Military ID.
• Current personal auto insurance and is insurable with the District’s insurance carrier.

​​​​​​Health & Well-Being You Can Count On: We offer a thoughtful, comprehensive benefits package designed to support you and your family at every stage of life:

• Medical Coverage – HDHP w/HSA / PPO
• Prescription Drug Coverage
• Dental Options – PPO / Managed-Care Plan
• Vision Benefits – VSP
• Life & AD&D Insurance – Employer paid coverage
• Long-Term Disability Coverage – Employer paid income Protection
• Health Savings Account (HSA) – If enrolled in HDHP
• Healthcare Flexible Spending Account (FSA) – Dependent & Healthcare
• Employee & Provider Assistance Programs – Free, confidential support
• Voluntary Life & AD&D Insurance – Additional employee paid buy up option
• Voluntary Long-Term Disability Coverage – Additional employee paid buy up option