Ambulatory Facilities Coordinator Job Listing at NorthBay Healthcare in Fairfield, CA (Job ID 4952)

Description

At NorthBay Health, the Ambulatory Facilities Coordinator position provides coordination and organization to the Ambulatory Facilities and Construction Management departments. This person assists with tenant Improvement and construction project schedules. Coordinates moves and furniture, fixtures and equipment (FF&E) use and retirement across the enterprise. Track/oversee tenant improvement and construction budgets. Add upcoming projects into database for approval. Assist with vendors, oversees all projects keeping management updated and follows all project paperwork until completion. Assists with coordinating conference center room reservations and maintenance for assigned campuses. Coordinates vendor invoices, track and maintain approved vendor list for all MOB. Assists with the installation of Patient Rights Signage, minor directory signage for all Medical Office Buildings across the enterprise as needed using Publisher, PowerPoint or outsourced vendors.   

PRIMARY JOB DUTIES

Project Management / Move Coordinator

Assists on moves by creating the move schedule. Works directly with the movers and maintenance techs for assigned buildings. 

Delivers successful/excellent customer service as needed on tenant improvement projects, tracking projects, maintains budgets, works directly with the various vendors. 

Organizes and maintains projects in departmental Smartsheets. 

Assists with the on-line move request form informing the supervisor of any discrepancies, delays or potential issues with the delivery of furniture. keep all users up-to-date with the information/process on their request, issues purchase orders.

Conducts site assessments to plan projects and moves, works with appropriate vendors to lay out space ensuring safety and code requirements are met, provides all appropriate information to vendors for a successful project. 

Updates end users on the project status, timelines, and any unforeseen action items. 

Provide floor plans if required, working directly with our outsourced data base. 

Keeps internal team aware of project risks, escalations and demonstrates exceptional planning and excellent interpersonal communication skills.

Secures various approvals from end users of scope of services prior to work commencing working with Ambulatory Facilities and Construction Management. 

Provides interior building signage across the enterprise as needed using Publisher, PowerPoint or any other outsourced approved vendor. 

Assists with maintaining current certificates of insurance for all TI and construction projects. Request new and correct certificates as needed. 

Follows up on invoice payments, various projects as requested reviewing change and purchase orders to various assigned projects as needed. 

Furniture Management

Coordinates inventory and availability of FF&E across the enterprise and in storage that is available for redeployment.

Properly distributes reused furniture throughout the enterprise. 

Manages disposition of all used products.

Administrative Duties

Provide administrative support to both Ambulatory and Construction department managers as assigned. 

Assists with scheduling conference and zoom meetings for management and provide refreshments as requested. Make travel arrangements as needed. 

Assists with Conference Center duties

Assists with accepting, booking, confirming conference room reservations. Works with supervisor to resolve scheduling conflicts

Assists with maintaining GVAC conference center meeting rooms. 

Assists with providing monthly calendars to janitors for conference room set-ups with end users in order to facilitate rapid changeovers

Shares responsibility with day porter to educate meeting point person on use of A/V system.

Assists with maintaining list of approved caterers, maintain up-to-date insurance certificates for all catering vendors, arrange for janitorial assistance after weekend meetings when needed, assist with confirming conference center reservations for all users. 

Assists with correspondence with outside users for NB conference center reservations and approval with Marketing and Communication Senior leaders. 

Meet, if necessary, the point person for weekend and evening meetings, provide beverages for meetings as requested if needed.

1. Education
   • High school diploma preferred. College coursework preferred.

Experience

• Minimum of three years of administrative experience required.
  • Experience in healthcare and construction industry preferred. 
  • Experience in conducting FF&E moves preferred.

Skills

• Proficient in MS Office Suite. 
  • Requires minimal supervision. 
  • Effectively prioritizes work to meet multiple deadlines. 
  • Able to deal with change, multi-task and support several managers. 
  • Good oral and written communication skills.
  • Advanced Smartsheet knowledge.

Interpersonal Skills

• Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. 
  • Able to build and maintain effective working relationships and to communicate diplomatically at all levels with patients, staff, peers and senior leadership.
    • Capable of maintaining clear thinking, composure and respect for others under pressure or unpredictable working conditions. 
    • Presents a professional appearance and demeanor at all times.

Hours of work

• 40 hours per week, non-exempt. A meal break must be taken before the end of the fifth hour of work time unless otherwise authorized due to workload or meeting conflicts.  Occasional evening, early morning or weekend hours may be required. 

Compensation: $35 to $42.78 based on years of experience doing the duties of the role.