Director of Building Maintenance (Lighthouse)

Childrens Rescue Fund•New York, NY

About The Position

Under the supervision of the Program Director, the Director of Building Maintenance oversees all maintenance, janitorial, and capital improvement projects for our Lighthouse location in Long Island City, NY. This includes the care, cleaning, and inspection of public spaces within the development such as buildings, grounds, and garbage disposal areas, in accordance with established procedures. This individual will ensure all building systems are maintained in working order, and recruit/interview for vacancies as coordinated by the Human Resources Department. Responsibilities include supervising, scheduling, and assigning duties to the maintenance and janitorial staff, as well as ensuring the building meets all building compliance requirements as defined by DOB, HPD, FDNY and other government authorities. This person must also be on-call for emergencies during off hours and report to the property.

Requirements

An education in the trades and five (5) or more years of experience in facilities and/or residential building maintenance
Two (2) or more years of supervisory experience and a track record of hiring, developing, and retaining high-performing teams
A minimum of three (3) or more years of building management experience, with a minimum of two (2) years of shelter experience
Must be willing to obtain necessary training and certifications as related to the position and building requirements

Nice To Haves

3-5 years of experience in building construction, maintenance, and repair is preferred

Responsibilities

Oversee all building systems, maintenance, repairs, and modifications
Observe work operations, procedures and environment to identify possible hazardous conditions or unsafe work practices, formulate corrective measures for safety
Monitors work orders and ensures repairs are completed within prescribed guidelines, coordinate the completion of repair and close out work orders in Yardi system in accordance with established procedures
Ensure work performed by staff is completed satisfactorily and follow up on any deficiencies
Maintain a preventative maintenance schedule and ensure pre-seasonal preparation of HVAC and building systems
Perform or oversee routine tasks such as plumbing, electrical work, HVAC systems maintenance, and carpentry
Maintain a Preventative Maintenance schedule and ensure pre-seasonal preparation and maintenance for building systems are carried out as scheduled
Weighs the pros and cons of different solutions, considering cost, time, and resources
Adjust, maintain, and clean all machinery and equipment, maintain in compliance with all rules and regulations including heating, plumbing, motors, fans and electrical parts
Handle emergency repairs quickly to minimize disruptions to the quality of life for clients and staff
Obtain estimates and quotes for repairs, renovations, and supplies
Liaise with vendors and service providers for repairs on various projects
Maintain basement storage areas in an orderly, safe, and hazard-free manner
Repair or replace inoperable appliances
Ensure client rooms and common areas are painted as needed
Maintain exterior parts of the building, ensuring good upkeep for walkways, building face, etc.
Maintain vacancy reports off offline units for repairs and materials needed for turnover; ensure room turnovers are completed within the DHS guidelines
Manage snow removal, landscaping, and garbage disposal
Cover shifts with associated duties and tasks, in the absence of staff
Conduct unannounced site visits during off hours and days, to monitor staff performance and ensure the site is maintained, cleaned, and in good repair
Will work independently, meet deadlines, multitask, and solve problems, working under a moderate to high degree of pressure
Provide supervision and document it, taking immediate disciplinary actions when necessary
Collaborate with AVP and procurement department to obtain bids for building projects
Follow up on local law requirements
Be proactive with the ability to take initiative
Assign daily maintenance tasks to maintenance and janitorial staff through work order system and follow up through their completion of assigned tasks
Ensure placement of trash and recyclables on the street for pick up per Department of Sanitation’s schedule for pick up
Assign janitorial staff to cleaning tasks to keep common areas, lobby, hallways stairwells, elevators, walls, doors, glass fixtures, and floors are clean and well maintained
Assign janitorial staff to clean vacant rooms, log and store properties left by clients in identified storage area
Ensure all staff wear proper uniforms
During cold temperatures, ensure all walkways are free of ice and snow
In the absence of the custodial staff sweep, mop, dispose of trash, and handle snow removal during inclement weather
Provide supervision, coaching, and training for staff as needed; ensure staff attend scheduled training
Attend hearings for any violations as requested
Regularly inspect the building and building systems to identify issues and ensure that they are addressed in order to prevent system breakdown
Inspect the client rooms regularly to ensure rooms are maintained in good repair
Assign staff to conduct daily and weekly inspections on the safety system and devices such as smoke detector, emergency lights, drainage systems, and fire stop applications
Accompany government agencies on inspections in the property and immediately report and mitigate citations or violations
Ensures contracted vendors are inspecting the elevators, back flow, boilers, sprinkler systems, fire panels as outlined in the preventive maintenance contract
Maintain logs of vendor site visits
Conduct daily inspection of building exterior, interior of property, safety, and building systems
Enter all inspections, repairs, and building maintenance issues in the YARDI system
Ensure the property is in compliance with New York City building codes
Train all staff on OSHA and other safety procedures/practices as prescribed by government authorities, using safety goggles and equipment as needed
Ensure maintenance and janitorial staff follow safety procedures, ensuring tools, equipment, and materials used for repairs/cleaning solutions are stored properly and not left unattended
Manage keys, fobs, and other access systems for the clients
Maintain and inspect safety equipment such as fire extinguishers, sprinklers, and alarm systems
Maintain Material Safety Data Sheet (MSDS)
Manage vendor contracts to ensure the scope of work as outlined in the agreement is carried out to the executed terms
Inspects and signs off on completed projects and work
Immediately reports deficiencies of contracted scope of work
Secures quotes for scope of work per projects as directed
Ensures adequacy of contracted services such as exterminating, and other contracted maintenance
Maintains an inventory of all supplies, tools, and equipment
Accept deliveries and/or pick up materials and equipment
Maintain records of packing slips and invoices
Procures materials needed for repairs, painting, and cleaning for the property
Maintains an adequate inventory level for all material and supplies; optimizes stock levels and prevents overstock or understock scenarios
Maintains inventory in a secure and safe space
Track purchases and usage of inventory through YARDI and other prescribed systems
Provides detailed reports on inventory levels, trends, turnover rates, and more
Ensure staff understand how to use the inventory system effectively
Respond to all client service requests in a timely manner and maintain accurate records of the work performed
Ensure staff maintain professional boundaries and respectful communication with tenants
Listen to client feedback and respond promptly and respectfully to their concerns
Treat all clients equally and without bias, regardless of personal or cultural differences
Provide proper notice before entering a client’s unit regarding tenant privacy
Inform clients of utility and elevator service interruptions