Manager, Facilities, Fleet, and Courier Services – Multi-Site Medical Practice

Why Join Us?

For us, what matters most is excellence. We are caring professionals, people who live, work and dedicate themselves to the communities within New Jersey and Pennsylvania. As such, we strive to provide a sanctuary of excellence, precision, thoroughness and genuine compassion. We also take a whole-person approach to patient care and treatment, tailoring all that we do around their unique needs. And we do all we can for patients, going the extra mile to see that they’re supported, informed and getting the one-on-one care and service they deserve.

Scope

This leader oversees all facilities operations, maintenance, safety, security, fleet, and courier functions across Astera’s 20+ medical office locations. This role is responsible for strategic planning, regulatory compliance, capital project management, vendor oversight, and ensuring all clinical sites operate safely, efficiently, and in full compliance with healthcare facility standards.

Key Responsibilities:

Facilities Operations & Maintenance

• Oversees facilities operations across 20+ clinical sites, ensuring safe, reliable, and compliant environments of care.
• Develops, implements, and manages preventive maintenance programs for HVAC, electrical, plumbing, emergency power, life-safety systems, and other systems assigned.
• Directs work order intake, prioritization, and resolution to ensure timely response, completion, and documentation.
• Performs routine facility inspections to identify risks, maintain standards of cleanliness and safety, and ensure operational readiness and regulatory compliance.

Regulatory Compliance & Safety

• Ensures ongoing compliance with healthcare facility regulations, life-safety codes, OSHA standards, fire codes, and applicable local and state requirements.
• Maintains regulatory documentation and logs, including generator testing, eyewash stations, fire extinguishers, alarm systems, and emergency and egress lighting, and others as applicable.
• Lead safety audits, identify and mitigate facility-related risks, and partner with compliance and clinical leadership on corrective action plans.

Capital Planning & Project Management

• Develops and manages annual capital improvement plans aligned with long-range facilities and growth strategies.
• Lead renovation, expansion, and construction projects from concept and planning through execution and closeout.
• Defines scopes of work, coordinate RFPs and vendor selection, and manage contractors to ensure projects are delivered on time, within budget, and to required standards.

Vendor & Contract Management

• Primary point of contact for all facilities-related vendors, including HVAC, janitorial, landscaping, security, and trades.
• Manages service contracts, review proposals, evaluate vendor performance, and enforce service-level expectations while conducting cost reviews to ensure optimal quality and best overall value.
• Oversees vendor invoicing, implement cost-control measures, and drive operational efficiency and value across facilities services.

Fleet & Courier Services Oversight

• Oversees organizational fleet operations, including vehicle maintenance programs, inspections, and regulatory compliance.
• Manages courier routes, schedules, and coverage to ensure timely, secure, and reliable transport of sensitive materials.
• Ensures strict chain-of-custody standards are maintained for medical documents, supplies, and specimens.

Security & Access Control

• Oversees installation, maintenance, and audits of physical security systems.
• Primary POC who interfaces with security vendor who supports building access systems, card readers, key control, alarm codes, and security protocols.
• Ensures appropriate access levels for staff and coordinate timely deactivation when employees separate

Budgeting & Financial Management

• Prepares and manages annual facilities operating and capital expenses budgets.
• Reviews and approves facilities-related purchases, invoices, and vendor contracts.
• Implements cost-saving strategies without compromising safety or operational performance.

Leadership & Cross-Functional Collaboration

• Provides guidance, training, and oversight to facilities, fleet, and courier team members.
• Partners closely with operations leaders, site managers, IT, compliance, and clinical leadership.
• Serves as key advisor to executive leadership on facility risks, opportunities, and strategic planning.

Qualifications

• High School Diploma or equivalent.
• 7+ years of experience in facilities management, preferably in healthcare or multi-site operations.
• Demonstrated experience managing large facility portfolios (10+ sites) with complex clinical operations.
• Strong working knowledge of healthcare facility regulations, OSHA standards, and life-safety codes.
• Proven experience in capital planning, project management, and facilities-related initiatives.
• Effective contract negotiation and vendor management skills.
• Experience overseeing fleet and courier operations preferred.
• Strong leadership, communication, and organizational capabilities.
• Ability to respond to urgent facilities issues, including after-hours and emergency situations.
• Valid driver’s license with a safe driving record.

Working Conditions

• Primarily based at corporate office with regular travel to 20+ regional sites.
• Must be able to walk facilities, climb ladders, inspect mechanical rooms, and perform basic physical tasks related to facility oversight.

We are proud to offer a comprehensive benefit package and paid time off. The health benefits include immediate eligibility for medical, dental, vision, life, disability, HSA, FSA and other ancillary benefits. We also offer a 401(k) plan with company contribution, profit sharing, tuition assistance and employee referral bonus.

INDHP