Job Description

Roles & Responsibilities

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.

Desired Candidate Profile

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 Licensure

Job 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