Plant Operations Specialist

Overview

Position Summary

The Plant Operations Specialist is responsible for ensuring continuity of plant operations, regulatory compliance, life safety, preventive maintenance, environmental standards, and overall building functionality across the portfolio. This includes providing interim leadership coverage at one or more communities when a Plant Operations leadership position is vacant or additional support is needed, and advancing standardized programs, policies, and procedures that communities adopt as practical tools. This individual will work remotely, travel extensively to and work within various communities, quickly assess operational needs through inspection and reporting, establish priorities, direct and coach maintenance and plant operations teams in partnership with community leadership, and work with the Home Office to ensure a safe, well-maintained environment for residents, families, visitors, and associates.

This position requires a strong working knowledge of senior living environments, building systems, maintenance operations, computerized maintenance management systems (CMMS) such as TELS, building automation systems (BAS), life safety, regulatory requirements, renovation and construction processes, and team leadership. The role also calls for a range of technology skills from general to expert level, including mobile software, artificial intelligence, and digital organizational techniques, along with the ability to bring order to ambiguous or fast changing situations and help establish maintenance and environmental services operations from the ground up when needed.

Essential Functions, Key Duties, & Responsibilities

Regional Operations and Pipeline Support

• Support the Discovery, Development, and Execution pipeline across all communities, so that long horizon needs, active planning, and committed work are each tracked and moving.
• Support communities in preparing for and responding to Regional Director of Plant Operations site visits through documentation and reporting that capture building and grounds conditions, aging systems, deferred maintenance, contract renewals, and emerging needs, and track follow up items to completion.
• Participate in monthly capital and unit turn reviews with Executive Directors and Directors of Plant Operations, tracking timelines, budgets, and postponements.
• Support Directors of Plant Operations with a focus on TELS use and preventive practices.
• Contribute to annual campus capital budgets, the five year capital plan, and the annual review and update of preventive maintenance and service agreements.
• Track and administer vendor relationships and service agreements across all communities, including renewal dates, required documentation, and vendor performance.
• Monitor key operational indicators, including preventive maintenance completion, work order performance, inspection results, safety issues, and facility related risks, and provide regular updates to the Regional Director of Plant Operations on operational risks, priorities, projects, and community needs.

Interim Community Leadership

• Serve as interim leadership support for Plant Operations across one or more assigned communities during leadership vacancies, extended absences, or periods requiring additional operational support, with assignments structured to allow flexibility across multiple communities as needs arise.
• During interim assignments, take daily direction from the Executive Director while remaining a direct report of the Regional Director of Plant Operations, and continue regional responsibilities at a level set by the Regional Director of Plant Operations.
• Assume responsibility for the daily leadership, inspection, and oversight of plant operations, maintenance, environmental services, and related functions, as applicable to the community, directing and coordinating work through associates and vendors.
• Quickly assess the operational condition of an assigned community and establish immediate, short term, and long term priorities.
• Provide stability and continuity during leadership transitions while supporting recruitment and onboarding of permanent Plant Operations leadership when appropriate.
• Establish strong working relationships with Executive Directors, community leadership, department leaders, residents, families, vendors, and employees.
• Identify potential building or equipment failures and take proactive measures to mitigate risk and prevent service disruptions.
• Coordinate emergency repairs and respond appropriately to urgent facility related issues.
• Direct vendors and contractors at the assigned community to ensure quality, timeliness, safety, and appropriate cost management.

Capital Project Support

• Support community level capital and unit turn projects, including reviewing scope, design, and equipment selections for maintainability, life safety, and system setup, and support the Regional Director of Plant Operations as assigned.
• Maintain asset and lifecycle information for building systems and equipment and support lifecycle planning and reserve forecasting.
• Evaluate facility needs and make recommendations regarding repairs, replacement, capital expenditures, and operational improvements.

Compliance, Life Safety, and TELS

• Oversee and manage TELS across assigned communities, including system setup and configuration, preventive maintenance and life safety task schedules, corrective work orders, vendor service documentation, compliance reporting, and training task tracking.
• Coach Directors of Plant Operations and their teams in consistent use of TELS, and monitor task completion and data quality so that records hold up under survey review.
• Support community compliance with applicable federal, state, and local regulations and senior living requirements related to physical plant operations, life safety, emergency preparedness, environmental conditions, and building maintenance.
• Ensure required inspections, testing, certifications, permits, licenses, and documentation are maintained, including fire alarm, sprinkler, generator, emergency lighting, fire extinguisher, and other life safety systems.
• Support the Regional Director of Plant Operations in conducting mock surveys, and support Directors of Plant Operations in preparing for and responding to mock and regulatory surveys, inspections, audits, and accreditation reviews, including organizing documentation and reporting, reviewing findings, identifying compliance risks, and developing and tracking corrective action plans.
• Review life safety guidelines and manuals annually with Directors of Plant Operations and confirm that life safety drills are conducted routinely and related logs are current.
• Participate in emergency preparedness planning, drills, and response activities.

Team Leadership and Development

• Assess staffing needs and assist with recruiting, interviewing, onboarding, and development of Plant Operations employees, including staff scheduling during interim assignments.
• Ensure team members receive appropriate training and understand applicable policies, procedures, and regulatory requirements.

Standards, Systems, and Collaboration

• Support the development and implementation of organizational standards, policies, procedures, and programs, presented as practical tools communities can adopt and own.
• Participate in monthly Director of Plant Operations group meetings to support operational alignment, peer learning, and goal setting.
• Serve as a subject matter resource to community leadership and other departments regarding plant operations and facility related matters.
• Support special projects and operational initiatives as assigned.
• Perform other duties as assigned.
• Comply with all policies and procedures and any updates.

Position Requirements

Education: Bachelor’s degree or equivalent facility experience required; degrees or certificates/licenses in project management, construction management, or specialized trade field are favorable.

Experience: 5+ years of experience in physical plant management or commercial construction management, preferably in the healthcare industry, including experience leading maintenance teams or supporting capital projects.

Skills & Abilities:

• Excellent verbal and written communication skills
• The ability to juggle and prioritize between several ongoing projects
• Strong understanding of life safety systems, emergency preparedness, building maintenance, and regulatory compliance
• Working knowledge of construction and renovation processes, including reading plans and scopes, evaluating bids, and reviewing submittals and change orders
• Ability to lead through relationships and influence, building trust with Executive Directors and Directors of Plant Operations without relying on direct authority
• Ability to independently assess operational needs and establish priorities
• Ability to work independently in a remote environment and manage extensive travel
• Ability to effectively lead teams and quickly establish trust and credibility
• Proficiency with TELS or comparable maintenance management systems, spreadsheets, and presentation tools, and comfort learning new technology

Travel: Extensive travel is required to different communities in multiple states.

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