Corporate Facilities Assistant

BASIC PURPOSE OF THE JOB

The Corporate Facilities Assistant serves as the primary point of contact for all Facilities, Safety & Security needs across the organization, functioning as a centralized helpdesk for facility-related requests and reporting. This role is responsible for compiling and providing key reports to the Vice President of Support, including those related to financial decisions, construction projects, safety and security matters, surveillance, leases, and program utilization. The Assistant supports access control across all campuses and buildings while coordinating necessary repairs and maintenance activities. They also assist in ensuring compliance by managing and tracking required inspections across federal, state, and local jurisdictions. In collaboration with the Facilities Safety & Security team, the role helps coordinate travel for both formal and informal site visits. Additionally, the Corporate Facilities Assistant oversees administrative processes for office openings, relocations, and closures, while supporting the management of vendor contracts related to maintenance and janitorial services.

 

ESSENTIAL FUNCTIONS

Provide direct administrative support to the Vice President and executive team for facilities-related initiatives.

Prepare reports, presentations, and executive summaries related to facilities performance, projects, and compliance.

Maintain organized records of leases, vendor contracts, compliance documentation, and facility audits.

Coordinate meetings, site visits, and leadership walkthroughs

Provides quality customer service when greeting individuals either verbal or written.

Assist in the oversight of daily operations across multiple office locations

Coordinate office openings, closures, and transitions (including new site launches and decommissions).

Track and manage facilities-related work orders, maintenance schedules, and vendor activities.

Ensure offices are maintained in a safe, functional, and professional condition.

Maintain lease tracking systems, including renewal dates, critical deadlines, and compliance requirements

Assist with lease documentation, amendments, and communication with landlords and property managers

Support financial tracking related to rent, common area maintenance charges, and lease obligations

Support implementation and tracking of safety programs across all facilities

Maintain documentation required for regulatory compliance, including Joint Commission standards where applicable

Assist with safety audits, inspections, and corrective action tracking

Coordinate emergency preparedness plans, drills, and incident reporting

Arrange travel accommodations for executives and facilities-related site visits (flights, hotels, rental vehicles)

Coordinate logistics for multi-site visits, including scheduling, access, and local office preparation

Manage travel expense documentation and reporting

Assist in coordinating vendors, contractors, and service providers

Track project timelines for facility upgrades, maintenance, and capital improvements

Support procurement processes for office supplies, furniture, and equipment

Ensure all offices meet organizational standards for cleanliness, functionality, branding, and safety

Coordinate furniture setup, equipment readiness, and access control for new hires and office expansions

Maintain inventory tracking for furniture, equipment, and facility assets

Assures confidentiality of all data and information.

Implements Saint Francis Ministries policies and follow directives as required.

Follows and adheres to all pertinent Saint Francis Ministries Standard Operating Procedures (SOPs), rules, personnel policies, and procedures; related

accreditation and licensure standards; and federal, state and local rules, statutes, regulations, and contractual terms.

Is knowledgeable of and follows all safety procedures.

Reports unusual incidents through appropriate Risk Management, clinical and safety channels.

Ensures clients’ rights are protected

Duties as assigned