Director of Facilities & Safety

Description

Under the supervision of the Chief Operating Officer (COO), the Director of Facilities & Safety is responsible for ensuring that Fenway’s buildings and grounds are maintained, safe for staff and visitors, and that they meet or exceed the standards established by JCAHO and other accrediting agencies. In cooperation with senior management, the Director of Facilities and Safety will direct the development of an effective strategy to assess and mitigate risks, maintain continuity of operation, and develop protocols and procedures for prioritizing safety and handling crisis should they arise.    

Representative Duties

Performs tasks related to the maintenance and security of Fenway Health’s buildings and grounds

• Conduct or coordinate general maintenance, cleaning, and repairs, including plumbing, electrical work, HVAC maintenance, carpentry, and other facility needs. 
• Anticipate and plan for facility improvement projects and draft preventive maintenance schedules for buildings and equipment. 
• Solicit and compare bids for maintenance work, selecting appropriate vendors and monitoring compliance, quality, and timeliness of completed tasks. 
• Maintain day-to-day operations of facilities, including timely processing of work orders, proactive identification and remediation of areas of concern, and liaison with contractors to resolve specialized issues. 
• Manage office equipment, including ensuring copiers and fax machines are maintained per lease agreements. (technically IT but OK to leave in) 
• Ensure products for daily use (e.g., copier paper, paper products, plastic ware) are ordered, stocked, and available. 
• Oversee the process of incoming and interoffice mail, ensuring correct delivery to Fenway offices, and manage outgoing mail to ensure proper postage and mailing. 
• Set up conference rooms for meetings, conferences, and events. 
• Ensure compliance with health, safety, and security protocols, including collaboration with security vendors and participation in emergency preparedness efforts. 
• Work with state and city licensing boards to maintain up-to-date permits for all areas of Fenway’s buildings. 
• Co-chair the Environment of Care Committee with the AVP of Quality Improvement. 
• Identify and implement efficient, sustainable, and eco-friendly practices that align with Fenway Health’s environmental goals. 
• Act as the primary contact for property management at Fenway Health’s leased offices. 
• Maintain records, licenses, warranties, inspections, service agreements, and equipment contracts. 
• Manage inventory, storage, and distribution of equipment, including recommendations for new equipment purchases. 
• Promote and maintain a work environment that ensures the highest quality customer service at all times. 
• Collaborate with the IT department on equipment setup and configuration as needed. 
• Work closely with the Chief Operating Officer to address and coordinate facility needs. 
• Engage in additional tasks and projects that support Fenway Health’s operations as a non-profit organization. 

Responsible for safety and security functions at all Fenway sites and regular staff attendance at safety related trainings

• Develop and implement safety and security policies, protocols and procedures. 
• Develop and review emergency response and crisis management procedures with sensitivity to the unique culture of each location. 
• Review reports on incidents and breaches in order to identify risks and areas for improvement. 
• Develop close ties and form a partnership with police and fire leadership responsible for areas where any Fenway location exists. Encourage participation of police and fire personnel in appropriate employee training and drills. 

Develops and maintains ongoing relationships with external vendors and officials

• Serves as primary liaison to external vendors (including office supply, elevator, HVAC, security, and janitorial services) and negotiates contracts as necessary.    
• Schedules and evaluates work conducted by vendors 
• Ensures that copiers and fax machines are maintained in accordance with lease agreement (ok to leave in) 
• Negotiate and oversee contract for uniformed security guards for Fenway Health required locations and ensure security personnel are trained on policies, protocols and procedures, including providing LGBTQIA+ and other culturally competent customer service to patients, staff and visitors. 
• Develop close partnership with local police and fire leadership in areas where a Fenway Health location operates; encourage participation of police and fire personnel in appropriate training and drills.  

Develops and monit