Facilities and Operations Manager

Hudson Guild•New York, NY

2d•Onsite

About The Position

Under the direct supervision of the Director of Facilities and Operations, the Facilities and Operations Manager is a hybrid role responsible for maintaining a secure, welcoming front desk environment while ensuring the operational efficiency of the building during afternoon, evening and weekend hours across all Hudson Guild sites. This role ensures that all Hudson Guild locations are safe, clean, compliant, and welcoming to participants, staff, visitors, and community members. The manager provides supervision of maintenance and receptionists, coordinates building repairs and special projects, and oversees front desk/reception operations to support a professional and efficient environment. The Facilities and Operations Manager may conduct regular site visits , respond promptly to facility needs, ensure appropriate space preparation for internal and external users, and maintain compliance with all relevant fire, health, and building codes.

Requirements

Minimum H.S. diploma or equivalent professional experience
Supervisory experience required
Experience managing reception, administrative or facility assistant role
Must be on call 24 hours for emergencies and available to accommodate schedule changes
Proficient in MS Office or Google Suite
Knowledge of Federal, State, and City codes involving construction, fire safety, sanitation, and building operations
Strong project management skills with attention to detail
Excellent communication and interpersonal skills to interact with staff, visitors, vendors, and community stakeholders
Ability to work independently with limited supervision, especially during late-afternoon or evening hours.
Strong organizational and problem-solving abilities to manage complex logistics and timelines
Must have or be willing to obtain Certificate of Fitness S-95, F07 and F01.

Responsibilities

Front Desk Operations Ensure reception and public-facing areas reflect a welcoming, professional environment
Oversee front desk operations across sites, ensuring excellent customer service for participants, visitors, and community members
Coordinate reception coverage, scheduling, and support needs in collaboration with site leadership
Serve as a key point of contact for space users, guests, deliveries, and building inquiries
Ensure appropriate communication between reception staff and facility/maintenance teams regarding building needs
Support scheduling and preparation for internal and external space use, rentals, and events
Coordinate and update staff schedules to ensure adequate building coverage at all times
Provide front desk coverage, serving as the first point of contact for visitors and callers; manage check-ins, answer phones and emails, and support day-to-day front desk operations.
Ensure front desk operations are maintained in the absence of reception staff
Facilities Oversight Conduct building walkthroughs ensure all facilities meet required health, safety, and fire codes
Supervise maintenance staff at all sites, including hiring, training, evaluating performance, and recommending termination when necessary
Train and instruct maintenance staff on tools, equipment, and best practices
Plan, develop, and prioritize weekly work plans and facility improvement projects
Maintain equipment in optimal condition and coordinate repairs or replacements
Maintain inventory of maintenance supplies and tools and coordinate distribution across sites
Coordinate routine inspections and emergency repairs with outside vendors
Oversee pest control, work orders, estimates, and NYCHA service tickets
Manage relationships with NYC Housing Authority and other external facility partners
Prepare monthly inspection and service reports for all sites
Become certified as Fire Marshall and Fire Drill Conductor within 6–9 months
Conduct fire drills and monitor alarm and security systems
Respond to emergency situations during evenings and weekends as needed
Ensure compliance with all regulatory and funding source facility requirements
Supervise building set-ups for programs, rentals, and special events
Oversee internal and external space rentals to ensure appropriate preparation and coverage
Prepare and manage space use schedules across all Hudson Guild locations
Manage and maintain regulatory health and safety binders to ensure ongoing compliance
Coordinate and update staff schedules to ensure adequate building coverage at all times.
Administrative & Leadership Responsibilities Capacity to balance administrative responsibilities with active monitoring of the facilities.
Approve time off and timesheets for maintenance and reception staff
Serve as the primary point person for facility-related requests and keep staff updated on service timelines
Manage the tracking and coding of operational vendor invoices to ensure timely payment and budget accuracy
Serve as back-up in the absence of the Director of Operations
Engage in professional development and apply evidence-based best practices
Participate in data analysis and Continuous Quality Improvement (CQI) processes with the Evaluation and Quality team
Other related duties as assigned