Geode Health is a rapidly growing, national provider of outpatient mental health services. Our Mission is to "Transform mental health by making it more accessible, affordable and effective".
Facilities & Maintenance Coordinator - Remote
Travel:
25-50% travel, depending on project volume
Primary Markets:
I35 Corridor - Dallas Austin, Texas; Atlanta Metro, Georgia; the Carolinas; and Illinois
Role Focus:
Facilities Coordinator for new, temporary, and transitioning office locations
Position Summary
The Facilities & Maintenance Coordinator ensures our offices are safe, functional, and well maintained. You will manage maintenance and repairs, security systems, pest control, janitorial services, warranties, and special service requests across 100+ small office locations. You will also travel to key markets to help set up new Denovo offices and support expansion projects as needed.
Key Responsibilities
Maintenance & Vendor Management
- Respond to and resolve maintenance requests using our Zoho ticketing system and various landlord software platforms.
- Manage requests from initiation through completion, including gathering quotes, monitoring progress, and validating completed work.
- Coordinate with outside contractors for specialized repairs and services.
- Coordinate the activities of landlords' onsite maintenance and janitorial staff with local onsite staff.
- Schedule and oversee routine preventive maintenance, including HVAC contracts, fire extinguishers, and life-safety system inspections. Submit required reports to landlords per lease requirements.
- Implement and maintain pest-control services with our national vendor.
Security & Safety
- Coordinate installation and repair of security alarm systems (e.g., ADT), including system checks, troubleshooting, service calls, and add-on equipment orders.
- Respond to alarm calls and police dispatch issues as needed.
- Communicate seasonal and recurring landlord notices, including weather-related and other operational disruptions, to local Operations leadership and onsite staff.
Documentation & Lease Support
- Track and maintain R&M reports and save repair documentation in site files for easy review and cost analysis.
- Maintain warranty information and manage warranty claims.
- Prepare support documentation for large repairs, replacements, and upgrades during lease renewals.
- Review facilities maintenance provisions of commercial leases (e.g., landlord vs. tenant repair obligations, HVAC maintenance requirements).
Site Setup & Equipment
- Place and track orders for new equipment, schedule installations, and coordinate documents (including COIs) and communication with staff and building management.
- Travel to sites to assist with setup of new offices and expansion projects as needed.
- Work with the internal Construction PM, Real Estate, and Operations teams to resolve requests quickly.
Skills & Requirements
- 2+ years of experience in facilities or project management; healthcare experience preferred [e.g., clinic or medical office buildouts].
- Working knowledge of project management, including scheduling and coordinating contractors.
- Strong organizational skills and the ability to complete tasks efficiently and spot opportunities for improvement.
- Proactive, effective problem-solving.
- A strong sense of ownership and reliable follow-through on tasks and details.
- Exceptional customer service and written and verbal communication skills.
- Comfort reviewing the facilities maintenance portions of commercial leases.
- Hands-on experience with tools and common building practices, and the ability to read and interpret floor plans.
- Ability to lift, carry, push, and pull up to 50 lbs. and, with assistance, more than 50 lbs., with or without reasonable accommodation.
- Flexibility to respond on evenings, weekends, and holidays as needed.
- Valid driver's license and reliable transportation.