Assistant Director of Facilities & Operational Compliance

HEARTSHARE HUMAN SERVICES OF NEW YORK•New York, NY

7d•$85,000 - $105,000•Onsite

About The Position

The Assistant Director of Facilities & Operational Compliance is a key leadership and administrative role at HeartShare, responsible for the direct supervision of Facilities Associates and the oversight of agency-wide facility systems and records to ensure efficient operations and regulatory compliance. This position serves as the primary administrator of the agency’s automated facilities management system (TheWorxHub) and manages electronic records related to facility operations, including all fire and life safety records, as well as other reoccurring services (landscaping, inspections, pest control, etc.) and other compliance requirements. The role is essential to maintaining safe, efficient, and compliant facilities and requires strong organizational skills, strong database management skills, attention to detail, and a comprehensive understanding of facilities management systems and documentation.

Requirements

Associate’s or equivalent.
3-5 years of experience in facility management, records coordination, or a related field to demonstrate a solid understanding of the responsibilities associated with the role.
Proficiency in managing and maintaining facility/building systems, including fire/life safety (fire alarms, sprinklers, fire extinguishers), elevators, security systems, etc., is essential.
Strong skills in maintaining and organizing records, both physical and digital, are required to manage documentation related to facility maintenance, safety compliance, and regulatory requirements.
Familiarity with local, state, and federal regulations related to facility management, safety, and environmental standards is crucial to ensure compliance.
The ability to pay close attention to details and ensure accurate and complete records is vital in this role, as even small oversights can have significant consequences.
Effective communication is essential for collaborating with internal and external stakeholders, vendors, and team members, as well as for conveying critical information regarding facility maintenance and compliance issues.
Ability to identify issues with facility systems, records, or compliance and develop effective solutions to address them.
Strong organizational skills are required to manage multiple tasks, schedules, and documentation efficiently, ensuring that the facility operates smoothly and comply with all necessary standards and regulations.

Nice To Haves

A bachelor's degree in facilities management, business administration, or a related field preferred, but relevant experience or certifications may be considered in lieu of a degree.

Responsibilities

Team Leadership and Supervision - Facilities Associates Directly supervise Facilities Associate staff.
Develop and manage work schedules to ensure adequate daily coverage in support of agency operations.
Review & approve timecards; manage time-off and overtime requests through Paycom while ensuring appropriate coverage.
Establish performance expectations, set goals, and conduct regular performance evaluations.
Interview candidates, onboard and train new hires, and monitor ongoing job performance.
Lead, mentor, and support Facilities Associate staff to promote a collaborative, efficient, and accountable team environment.
Address employee performance issues, attendance concerns, complaints, and policy violations; initiate and administer Progressive Discipline as appropriate based on incident review.
Ensure staff completion and compliance with all required and mandated trainings.
Automated Facilities Management - System Administration Partner with department leadership to plan and oversee the implementation of facilities management software (The Worxhub).
Configure and customize the The Worxhub system to align with organizational needs and operational requirements.
Ensure The Worxhub platform effectively supports and streamlines a wide range of facility-related tasks.
Provide training and ongoing support to end users to promote effective and consistent system use.
Drive user adoption through training, communication, and ongoing engagement across the organization.
Develop and maintain user guides, reference materials, and documentation.
Oversee the entry, maintenance, and management of facility-related data, ensuring accuracy and consistency.
Produce reports and analytics to support monitoring, decision-making, and performance evaluation.
Identify and implement opportunities for process improvement and increased automation within the system.
Automated Facilities Management – Scheduled Work Orders Implement and operationalize facility-related vendor contracts and service agreements, including fire safety systems and other scheduled maintenance vendors by creating and managing all facility-related scheduled work orders.
Ensure compliance with fire safety, environmental, and regulatory standards, including DOB, FDNY, DEP, OPWDD, OFPC, etc.
Monitor and track facility-related expenses, ensuring accurate cost allocation for all scheduled work orders.
Record asset details & establish maintenance schedules in conjunction with Director of Facilities.
Generate reports and analytics to assist department leadership in making data-driven decisions and identify areas for improvement.
Store and organize facility-related documents, manuals, and drawings.
Ensure easy access to critical information.
Fire & Life Safety Compliance Maintain complete and accurate records for all fire and life safety systems, including inspections, testing, repairs, and reports.
Schedule, track, and document fire extinguisher inspections, servicing, and compliance reports.
Coordinate backflow inspection schedules and collect all required certifications and documentation.
Track all fire and life safety deficiencies and ensure corrective actions are completed and documented through resolution.
Document sprinkler system inspections, repairs, and identified deficiencies.
Maintain up-to-date inventories of fire extinguishers, smoke detectors, sprinklers, and other life safety equipment.
Communicate with vendors, coordinate scheduling, and follow up to ensure timely completion of inspections, repairs, and corrective work.
Review and process vendor invoices, verify completed work, and retain all supporting documentation.
Provide required fire and life safety records and reports to management and regulatory authorities as needed.
Communication Maintain open and effective communication with other departments and facility stakeholders regarding facility systems and records.
Communication with external vendors to schedule and oversee preventative maintenance work and scheduled inspections.
Provide status updates and reports required to management as needed.

Benefits

Rewarding Work in a team environment.
Paid vacation, sick, personal days, and holidays.
403(B) retirement plans with employer contribution.
Health, dental, vision and life insurance.
Employee Assistance Program (EAP).
Flexible spending account (Dependent Care, Medical, Parking, and Transit).
Employee Appreciation Programs and Events.
Tuition Assistance Program.
Professional Development opportunities.
Wellhub Discount
Verizon Wireless Discount.
BJs Membership discount.
Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more