Facilities Coordinator

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.