Facility Manager

Childrens Rescue Fund•New York, NY

10d•Onsite

About The Position

Under the supervision of the Program Director at our Lighthouse location in Queens, NY, the Facility Manager oversees all maintenance, janitorial, and capital improvement projects performed by the landlord, which 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. Through overall supervision, the incumbent will direct, coach, support, and champion the Operations Team and manage the hiring of staff members. This individual will ensure the landlord maintains all building systems in working order and is responsible for ensuring the facility meets all building compliance requirements as defined by DOB, HPD, FDNY and other government authorities, while also required to be on-call 24-hours a day, 7-days per week for emergencies during off hours and report to the property management.

Requirements

A bachelor’s degree in facility management, engineering, business, related field, or education in trade is required
Five (5) or more years of experience in facilities, residential building maintenance, construction, and repair are required
A minimum of three (3) years of building management experience, with a minimum of two (2) years of shelter experience are required
Three (3) or more years of supervisory experience and a track record of hiring, developing, and retaining high-performing teams are required
Skilled in leading, motivating, and evaluating the performance of assigned staff.
Excellent analytical, evaluative, and human service management skills.
High level of computer proficiency, specifically in Microsoft Office, and the ability to learn new technologies and databases.
Must be detail oriented, highly organized, and can work both independently and as part of a team within a multi-site organization to complete complex projects in a fast-paced environment.
Excellent time management skills with ability to prioritize assignments
Must have incredible initiative with the ability to act calmy under pressure and be adept and comfortable with crisis management in emergency situations.
Superior written and verbal communication skills, coupled with excellent organization and leadership skills.
Excellent interpersonal relations skills to foster cooperative working relationships with senior leaders, management, and employees within other departments.
Skilled in prioritizing work and marshaling necessary resources under stressful situations due to client circumstances.
May be required to work long hours and a varied schedule.
Travelling throughout various locations in the New York City area.
Lifting and moving objects weighing up to 30 pounds several times a week.

Nice To Haves

F-89 [Fire and Life Safety Director] certification is strongly preferred.
Must be willing to obtain necessary training and certifications as related to the position and building requirements

Responsibilities

Oversee all building systems, maintenance, repairs, and modifications in partnership with the landlord’s maintenance company.
Observe work operations, procedures and environment to identify possible hazardous conditions or unsafe work practices, formulate corrective measures for safety
Monitors work orders and ensure repairs are completed by landlord 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 with the landlord maintenance team and ensure pre-seasonal preparation of HVAC and building systems
Work with the landlord to address emergency repairs quickly to minimize disruptions to the quality of life for clients and staff
Be available to attend vendor and service provider meetings, with the landlord maintenance company, for repairs on various projects
Maintain basement storage areas in an orderly, safe, and hazard-free manner
Review work orders to ensure inoperable appliances are being replaced in a timely manner
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
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 procurement department to obtain bids for building projects outside the scope of landlord maintenance contract
Follow up on local law requirements and ensure filings are completed by the landlord
Be proactive with the ability to take initiative
Weigh the pros and cons of different solutions, considering cost, time, and resources
Coordinate with landlord’s maintenance and janitorial staff in completing tasks 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
Coordinate with landlord’s janitorial staff in cleaning tasks to keep common areas, lobby, hallways stairwells, elevators, walls, doors, glass fixtures, and floors are clean and well maintained
Coordinate with landlord’s janitorial staff to clean vacant rooms, log and store properties left by clients in identified storage area
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
Ensure landlord’s 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)
Collaborate with and support security team as needed
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
Procure 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