Facilities Coordinator III

Overview Medxcel is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results. The Facilities Coordinator III is responsible for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to assigned leader or multiple leaders. This position administers office systems and services including vendor management, daily operations, and clerical functions. The Facilities Coordinator is responsible for helping maintain demand spend budget forecasting, national initiatives support, and any other ad-hoc data input related to process improvement. They may assist in committee meeting preparation and reporting as appropriate. The Facilities Coordinator III leads training for new associates and serves as a Subject Matter Expert to facilities stakeholders, as well as taking a team lead/mentor role among other facility coordinators in the region. This position may serve in multiple additional roles and cover multiple sites. This position is located at St. John Medical Center- Tulsa, OK. Responsibilities Facilities Department Support – 50% Data entry and support for operational purchase orders, contracting, invoicing, and status reporting. Perform purchase order maintenance and accounts payable research including vendor information, contractual compliance, and work completion verification. Presents a professional, welcoming first contact to all clients, vendors, staff, etc. – by phone, in person, and email. Assist Director on monthly, quarterly, and annual reports highlighting key processes and successes. Responsible for organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules. Manages necessary travel arrangements and expense tracking, program, and stipend supplies, etc. when appropriate. Identifies and implements change management systems to streamline and gain efficiencies in work processes. Organizes and coordinates projects, conferences and other events. Participates in multidisciplinary meetings, committees, and projects addressing issues related to educational initiatives, conflict resolution, cost containment issues, implementation of new services/systems, and performance measures. Track and help manage Director’s calendar, assist with meeting set up, and other duties as assigned. Establishes and maintains various filing and records management systems. Reviews, proofreads, and edits documents prepared for the Director or Executive’s signature and as otherwise requested. Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings. Train vendors and Facilities staff on Field Services and required processes. Works on special projects as needed Project Management / Financial Support – 30% Provide monthly operational cash flow projections against budgets. Support development and management of national and local vendor contracts and agreements on behalf of Medxcel and its clients. Drive continuous improvement initiatives focused on vendor contracts and departmental procedures. Identify opportunities for cost savings and insourcing opportunities. Troubleshoot problems and resolve issues with internal customers (Ministry leaders). Group, manage, and prioritize initiatives based on understanding of organization and local leadership strategy. Reconcile vendor statements and identifying missing invoices. Communicate with vendors and site managers to resolve outstanding invoices. Assist in identification of invoice / purchase order / receipt match exceptions. Provide subject matter expertise to other departments. Data Management – 20% Coordinate with site managers to establish baseline procedure for CMMS data entry and asset management. Identify, develop and advance best practices in streamlining site manager input for Facilities Capital Pool projects and forecasting. Participate in the annual preparation and review of Facilities Capital Pool projects. Assists with improvement opportunities to ensure compliance with company standards, policies and procedures, as well as federal, state and local regulations by supporting FMOS documentation management. Manage and analyze data from the Current State Health Assessment (CSHA) for trends, improvement opportunities, benchmarking, and training opportunities. Handle ad hoc requests for data, information, or process documentation. Qualifications Requirements: Supporting multiple locations. And one or more of the following: High school diploma. Graduate of trade school and 3 years’ related experience. 5 years’ experience. Other equivalent combination of relevant education or experience. #MFMBM Facilities Department Support - 50% Data entry and support for operational purchase orders, contracting, invoicing, and status reporting. Perform purchase order maintenance and accounts payable research including vendor information, contractual compliance, and work completion verification. Presents a professional, welcoming first contact to all clients, vendors, staff, etc. - by phone, in person, and email. Assist Director on monthly, quarterly, and annual reports highlighting key processes and successes. Responsible for organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules. Manages necessary travel arrangements and expense tracking, program, and stipend supplies, etc. when appropriate. Identifies and implements change management systems to streamline and gain efficiencies in work processes. Organizes and coordinates projects, conferences and other events. Participates in multidisciplinary meetings, committees, and projects addressing issues related to educational initiatives, conflict resolution, cost containment issues, implementation of new services/systems, and performance measures. Track and help manage Director's calendar, assist with meeting set up, and other duties as assigned. Establishes and maintains various filing and records management systems. Reviews, proofreads, and edits documents prepared for the Director or Executive's signature and as otherwise requested. Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings. Train vendors and Facilities staff on Field Services and required processes. Works on special projects as needed Project Management / Financial Support - 30% Provide monthly operational cash flow projections against budgets. Support development and management of national and local vendor contracts and agreements on behalf of Medxcel and its clients. Drive continuous improvement initiatives focused on vendor contracts and departmental procedures. Identify opportunities for cost savings and insourcing opportunities. Troubleshoot problems and resolve issues with internal customers (Ministry leaders). Group, manage, and prioritize initiatives based on understanding of organization and local leadership strategy. Reconcile vendor statements and identifying missing invoices. Communicate with vendors and site managers to resolve outstanding invoices. Assist in identification of invoice / purchase order / receipt match exceptions. Provide subject matter expertise to other departments. Data Management - 20% Coordinate with site managers to establish baseline procedure for CMMS data entry and asset management. Identify, develop and advance best practices in streamlining site manager input for Facilities Capital Pool projects and forecasting. Participate in the annual preparation and review of Facilities Capital Pool projects. Assists with improvement opportunities to ensure compliance with company standards, policies and procedures, as well as federal, state and local regulations by supporting FMOS documentation management. Manage and analyze data from the Current State Health Assessment (CSHA) for trends, improvement opportunities, benchmarking, and training opportunities. Handle ad hoc requests for data, information, or process documentation. Requirements: Supporting multiple locations. And one or more of the following: High school diploma. Graduate of trade school and 3 years' related experience. 5 years' experience. Other equivalent combination of relevant education or experience. #MFMBM