Facilities Manager

New York City Outward Bound Schools•New York, NY

2d•$75,000 - $80,000•Onsite

About The Position

The Facilities Manager, reporting to the Senior Director of Finance and Operations, will play a critical role in leading short and long term facilities decisions and planning to address mission-critical facility and organizational needs at NYC Outward Bound Schools. This role oversees the facility management and building operations for our 23,000 square foot headquarters and key assets (i.e. small vehicle fleet, tenant/rental space, etc) located in Long Island City. As a member of the Operations team, the Facilities Manager will ensure that our building and related assets are functioning, operated, and maintained in accordance with our organizational mission and values, relevant compliance, and safety standards while developing and implementing systems to ensure our team can operate efficiently and safely. Additionally, in the coming few years the Facilities Manager will project manage a significant multi-million dollar upgrade to the facilities.

Requirements

Minimum of 5 years of experience in facilities, building operation, or maintenance (non-profit, school, or similar institutional settings are a plus, but not required)
Experience managing significant building/facilities project(s).
Ability to project manage large projects over multiple years.
Previous experience with (or willingness to learn and implement) facilities software (CMMS) and databases.
Digital and tech proficiency, particularly with Google Workspace and Slack.
Training or licensing in the following areas: plumbing, HVAC, electrical, and/or boilers.
Holds or able to obtain
Required Certificates of Fitness
F-07 Fire and Emergency Drill Conductor
S-13 Citywide Standpipe System S-95
S-95 Supervision of Fire Alarm Systems
OSHA General Industry 30
Basic First Aid/CPR AED and Epinephrine
Successful completion of
NYC Department of Education fingerprinting screening.
MVR screening and demonstration of good driving record.
Demonstrated dedication to our core values of community, courage, equity, integrity, and learning and our Equity Statement throughout all aspects of your work
Previous experience with (or willingness to learn and implement) facilities software (CMMS) and databases.
Able to lift 40 pounds and work on feet for extended periods of time
Willingness to be on call for facilities emergencies; work occasional evenings or weekend hours as needed

Nice To Haves

Experience in either the outdoor and/or education sectors is considered a plus.

Responsibilities

Project manage a multi-year capital improvement program for the building totaling approximately $2.5M–$5M, overseeing upgrades and coordinating project stakeholders, to ensure improvements are delivered on time, on budget, and aligned with organizational priorities; in collaboration with the Leadership Team, identify and evaluate other building-related capital needs and improvement opportunities and determine priorities.
Conduct regular building walkthroughs to identify facilities and safety issues, ensuring timely follow-up and resolution.
Perform routine and on-site repairs and maintenance tasks as needed to ensure timely resolution of facility issues
Monitor and conduct appropriate repairs on key building systems (HVAC, electrical, plumbing, boiler, etc), and coordinate with vendors and contractors for necessary inspections and repairs.
Manage facilities budget.
Coordinate and collaborate with key office stakeholders to support staff safety and operational efficiency:
Safety Director: managing our fire safety system and other emergency response protocols, supporting fire/safety drills and inspections.
Office Manager: understanding office facility needs, responding to issues, and supporting daily operations.
Logistics Coordinator: collaborate on the use, organization, and upkeep of our basement and related outdoor programming materials storage areas.
Team Leads: ensuring building and space readiness for on-site trainings and related events.
Cleaning Service Vendor: Liaise with vendor and oversee cleaning crew when on-site.
Interact with colleagues and program participants (students, teachers, school administrators), attending relevant all staff events/meetings, and communicating facility updates and information as needed.
Lead preventive maintenance planning for key building systems and assets, establishing and tracking timelines, required actions, and ongoing and upcoming maintenance needs to ensure safe, reliable, and long-term operation of facilities.
Develop, implement, and maintain building, asset, and maintenance tracking system(s) that centralize asset data, service history, and support proactive maintenance schedules, timely and effective asset management, and cost-effective planning and budgeting.
Provide, coordinate and monitor staff training related to facilities operations and workspace safety.
Manage documentation, and ensure compliance with organizational, local, state, federal requirements, including:
Local code and regulations for NYC Dept of Buildings, NYC Department of Health & Mental Hygiene, NYC Fire Department,etc
Relevant OSHA/federal safety standards
Outward Bound USA’s Charter requirements
Manage the organizational vehicle feet, including oversight of routine and preventative maintenance, seasonal weatherization as needed, and scheduling and coordinating of regular repair and annual inspections.
Coordinate and collaborate with the Safety Director to ensure effective implementation of Authorized Driver policies, including documentation, appropriate training and assessment of all approved drivers.
Coordinate and collaborate with the Logistics Coordinator to oversee vehicle availability, usage and parking during Outdoor Adventure seasons.
Oversee the insurance claims process related to vehicle incidents and accidents, including documentation, coordination with insurance providers, internal reporting, and follow-up to ensure timely resolution and risk mitigation.