Facilities and Safety Assistant

Description

About Us:

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With over 30 clinics across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you are seeking an opportunity to grow your career in a purpose-driven, patient-centered organization, we encourage you to apply.

Learn more about our Facilities and Safety Assistant  position:

The Facilities and Safety Assistant coordinates administrative workflows and physical checklists to maintain safe, compliant, and well-documented corporate properties. This role acts as a practical support hub—executing regular on-site safety audits, verifying key control inventory, and monitoring climate environments against OSHA-recommended guidelines. The ideal candidate brings strong organizational skills to handle minor blueprint updates, manage compliance vendor documentation, and track mandatory property inspection deadlines across multiple locations.

Job responsibilities & duties:

Security Systems Administration

• Monitor outage alerts. Log verified outages lasting 5 minutes or longer into the internal Risk and Incident Database (GRC). Escalate outages lasting 20 minutes or longer to IT and Facilities heads.
• Check monthly system reports to flag connection qualities under "Excellent," offline cameras, sites with less than 30 days of footage, and cloud storage volume discrepancies.
• Review alarm alerts. Complete incident forms for verified alarms involving emergency dispatches.
• Contact clinic teams directly to confirm if water/temperature alerts are real or false alarms.
• Track bypassed systems and notify the Operations Manager if a system remains bypassed past a standard window.

Basic Technical Support

• Process basic user access requests (add/change/delete accounts) using established protocols.
• Help distribute training materials to new application users.

Badge System Support 

• Print ID badges, update visitor logs, and resolve badge service tickets.
• Complete monthly physical inventory checks of HQ visitor badges.
• Extract and pull badge portal activity data upon request for HR.

Incident & Evidence Gathering 

• Flag immediate hazards from new facility or fleet accident forms for supervisors.
• Request and download security footage, dispatch logs, and municipal reports.
• Gather driver telemetry and documentation for at-fault vehicle accident files.

Safety & Fleet Checklists

• Perform monthly inventory checks to ensure keys are present and correctly labeled.
• Use standard checklists to audit site lights, plumbing, and emergency signs.
• Monitor thermostats to ensure alignment with established climate control standards and submit maintenance tickets for any environmental failures.
• Monitor vehicle connectivity and flag drivers scoring below 90 for review.

Floorplans & Record Keeping 

• Run minor image updates on layout files using architectural drawings.
• Track upcoming compliance dates for property extinguishers, sprinklers, and fire alarms.
• Gather and route all facility security, compliance, and life-safety vendor invoices for payment.
• Other duties as assigned.

Requirements

• Strong foundational knowledge of corporate safety documentation, audit workflows, and compliance processes.
• Experience navigating data portals, security information systems, or compliance tracking platforms (e.g., automated GRC tools, security monitoring portals, or similar enterprise software).
• Basic digital image manipulation skills to update facility layouts and floorplans, or the proven ability to effectively delegate technical design tasks to specialized team members.
• Excellent written and verbal communication skills, with the ability to coordinate across cross-functional teams (HR, IT, Facilities) and deliver clear instructional coaching to field managers.
• Strong attention to detail with the ability to gather evidence, evaluate data telemetry, and reconstruct timelines for incident reporting.
• Must possess a valid Driver’s License.
• Ability to pass an MVR.

Preferred Qualifications

• Active OSHA 30-Hour General Industry certification.
• OSHA Construction Industry certification or equivalent experience reviewing architectural blueprints and mechanical drawings.
• Prior experience coordinating repairs, installations, or hardware lifecycles with external third-party service providers (e.g., security technicians, municipal inspectors).

Working Hours & Location:

• Full-Time; Non-Exempt
• Monday–Friday, 8:00 AM – 5:00 PM (flexibility required)
• Reporting base location: 1700 W Higgins Rd, Suite 320, Des Plaines, IL 60018 however travel will be required to various company locations.
• Fast-paced, service-oriented environment with frequent interaction with clinical and administrative teams.

Physical Requirements

• Sitting or standing posture / Repetitive hand and finger use / Visual acuity / Written and verbal communication / Light mobility and lifting

Benefits (Full-Time Employees):

• Company Vehicle (contingent upon successful passing of a Motor Vehicle Background Check)
• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife Met Law Legal Insurance
• Free and discounted Orthodontic Treatments