MAINTENANCE/FACILITIES COORDINATOR

Hospice Alliance; Pleasant Prairie (WI); On-site; USD 42,000 - 60,000; Full time

Job summary

Hospice Alliance is seeking a Facilities Specialist to manage the building and grounds, ensuring safe, compliant and well-maintained premises for a residential hospice environment.

The role includes maintaining records, coordinating with contractors, and performing routine maintenance and safety drills. Candidates should have prior facilities experience and strong communication skills to support a compassionate care setting.

Qualifications

• Prior building and grounds maintenance experience preferred.
• Experience coordinating contracted services (snow removal, HVAC, electrical/plumbing).
• Excellent written and verbal communication skills required.
• Strong organizational abilities and attention to detail.
• Commitment to safety, regulatory and infection control standards.

Responsibilities

• Maintain contracts, assets, warranties, manuals and licenses with digital records.
• Monitor environmental controls like heat, humidity, and air systems.
• Coordinate with IT/security vendors for door access and alarms.
• Conduct safety drills (fire/tornado) and ensure compliance with policies.
• Oversee grounds upkeep, snow removal, landscaping and trash removal.
• Assist with vendor deliveries and track repair requests in system.
• Ensure building safety equipment is inspected and functional.
• Schedule and perform routine maintenance of interior/exterior structures.
• Order supplies and coordinate with external contractors as needed.
• Perform occasional after-hours work for emergencies or drills.

Skills

Facilities maintenance

Contractor management

Communication

Organizational skills

Safety compliance

Education

Building and grounds maintenance experience

Tools

MS Office

Job description

Description

Reports to: Director of Finance

Hours: Core business hours are 8am – 4:30pm, Monday to Friday. May require some weekend and after-hours work to address emergency building and grounds situations and assist with the setting up for special events.

Type of position: Full-time, Nonexempt

Summary

This position is responsible for planning and coordinating the activities associated with the physical, environmental, and security conditions of the Hospice Alliance building and grounds. The facilities specialist also performs general maintenance and repairs for the building and grounds. Maintains environmental, regulatory and infection control standards within established policies and procedures.

Physical Demands

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Lift, push and pull items up to 50 pounds.
• Stand and walk for long periods of time.
• Work in precarious or high locations (ladders, roofs, ceilings etc.)
• Reaching, stooping, bending, kneeling, and crouching.
• Exposure to housekeeping/cleaning agents and/or chemicals.
• Exposure to humidity, some hot equipment.
• Exposure to noise.

Work Environment

Work is in a typical office environment with an eight-bed residential hospice house attached to the administrative building. Some driving is required to pick up supplies and/or assist with setting up events held at an off-site location. Exposure to extreme heat and cold when working outside.

ESSENTIAL DUTIES AND RESPONSIBILITES

• Responsible for accurate digital record keeping of contracts, fixed assets (including purchase and disposal), warranties, equipment manuals, equipment model and serial numbers, license renewals, routine maintenance checks – weekly, monthly, quarterly, annually, etc. using Microsoft Word, Excel or other electronic record keeping means.
• Responsible for monitoring heat/humidity and air controls
• Works with IT, Century Security and Johnson Controls relating to all door locks, FOB and auto door controls.
• Conduct and tracks fire and tornado drills according to policy and procedure.
• Follows policies and procedures for the storage and disposal of confidential information and medical records.
• Maintain the general appearance of outside areas and works with all contractors to ensure services being supplied are in accordance with the established contracts. This includes weeding, grass cutting, garden maintenance, clearing of snow and salting of all exits, ramps and fire hydrants as needed, trash pickup in parking lot, field and overall property, and gardening tasks.
• Participates in educational programs and other required trainings, including but not limited to Emergency Preparedness, FEMA training, Fire safety training, etc.
• Ensures sprinkler system, fire extinguishers and other safety apparatus is kept in good working order and in compliance with building codes and regulations. Coordinates safety inspections with the local fire department.
• Responsible for State of Wisconsin and Joint Commission regulations pertaining to environmental services/facilities, such as Environment of Care, fire safety, Fire Protection and Suppression testing and inspections, Emergency Preparedness, etc.
• Conducts regular inspections of equipment and the facility and reports findings to manager.
• Performs general maintenance tasks for the interior structure and its contents and the exterior structure. Tasks may include general painting, plumbing and carpentry.
• Ordering of any supplies needed for the building
• Purchase/pick up miscellaneous items as needed from Menards, Costco, Locksmith etc.
• Ensures facility, heating, ventilation and air conditioning equipment is kept in good working order. Conducts monthly preventative measures and coordinates service maintenance and repair with contractors.
• Assists with the unloading and distribution of vendor deliveries to the various departments.
• Uses Maintenance request system for tracking and logging of all/any repair work and requires staff to enter all needed repairs into system prior to any work being performed.
• Will require work off hours periodically for emergencies or to hold drills.
• Other duties as assigned

Requirements

EDUCATION AND/OR EXPERIENCE

• Prior building and grounds maintenance experience required, preferably in a medical setting.
• Proficient with Microsoft Office such as, email, excel, word, including the ability to create spreadsheets, tables, and signage.
• Excellent communication skills, both written and oral
• Excellent organizational skills
• Experience working with and managing contracted services such as snow removal, HVAC, Fire and Alarm systems and electrical/ plumbing contractors, etc.
• Exceptional internal and external customer service skills