Facilities Coordinator

Aspen Dental; New York (NY); Hybrid; USD 33,062 - 34,440; Full time

Benefits offered by this job

Paid time off

Health, dental, vision

401(k) with match

Job summary

The Aspen Group (TAG) is seeking a Facilities Management Coordinator to oversee daily facility operations for dental equipment across multiple locations. You will troubleshoot issues, coordinate with vendors, track work orders and budgets, and ensure service levels are met.

Ideal candidates bring strong customer service, clear communication, and the ability to work with billing systems and subcontractors. Remote-friendly and travel as needed with core office support.

Qualifications

• Customer service experience with multi-site facilities preferred.
• Ability to negotiate with vendors and manage service levels.
• Analytical thinker able to track budgets and work orders.

Responsibilities

• Oversee daily facility management of dental equipment across locations.
• Troubleshoot equipment issues via phone and provide clear instructions.
• Coordinate with vendors and verify completed work within SLAs.
• Track work orders, budgets and billing using online systems.
• Run small projects and guide field technicians.

Skills

Customer service

Vendor negotiation

Data analysis

Troubleshooting

Communication

Education

Bachelor's degree preferred

Tools

Billing software

Vendor management system

Job description

The Aspen Group (TAG) is one of the largest and most trusted retail healthcare business support organizations in the U.S. and has supported over 20,000 healthcare professionals and team members with close to 1,500 health and wellness offices across 50 states in four distinct categories: dental care, urgent care, medical aesthetics, and animal health. Working in partnership with independent practice owners and clinicians, the team is united by a single purpose: to prove that healthcare can be better and smarter for everyone. TAG provides a comprehensive suite of centralized business support services that power the impact of five consumer-facing businesses: Aspen Dental, ClearChoice Dental Implant Centers, WellNow Urgent Care, Chapter Aesthetic Studio, and AZPetVet. Each brand has access to a deep community of experts, tools and resources to grow their practices, and an unwavering commitment to delivering high-quality consumer healthcare experiences at scale.

Facilities Management Coordinator

Responsibilities

• Manage the day to day facility management of dental equipment and maintenance issues at multiple locations over a large geographic territory in a team oriented atmosphere from our main office
• Will need to trouble shoot equipment over the phone with office staff and deliver specific instructions
• Tact and Directness in dealing with the facilities vendors is critical to ensure that required actions are completed
• Manage expectations and performance within service level parameters. Verify completion of work and services
• Effectively communicate with internal customers and contract vendors
• Data analysis and storage of work order history and budget tracking using on-line programming
• Subcontractor appropriation. Ability to search for vendors and sign them up
• Shipping items and tracking for the Facilities Department
• Billing management for Facilities tickets. This includes contacting vendors to get the correct information in to get billing done, and coordination with ADMI billing to coordinate correct GL codes and location codes for items
• Run small projects from start to finish and be able to give guidance to techs in the field of our scope of work in details
• Need to be available Monday ~ Friday 8:00 AM - 5:00 PM.
• On call rotation to answer emergency calls afterhours with OT. Frequency is one week, every other month.

Minimum Education And Experience

The candidate selected for this challenging opportunity will likely possess exceptional customer service skills and act with a ‘sense of urgency.’ This requires skill and experience in both verbal and written communications that meets the needs of different customers and vendors. It would be very helpful to have prior exposure to multi-unit facilities management concepts and best practices. You can expect to work in a fast paced environment so being able to demonstrate successful completion of multiple tasks concurrently is appreciated. Critical to this role will be the experience and ability to negotiate with vendors, think analytically and critically, and to be a ‘real-time’ problem solver. This role will likely involve occasional travel and a flexible schedule. While a degree in higher education is preferred, a willingness and eagerness to develop new skills and garner more responsibility is essential. If you’re ready for this challenge, then contact us today!

Work Environment

• Chicago or Syracuse based candidates are preferred, however, exceptional remote candidates will be considered.

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Salary: $24.00 - $25.00

A generous benefits package that includes paid time off, health, dental, vision, and 401(k) savings plan with match

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