Facilities Manager

Institute for Community Living (ICL) is a non-profit organization servicing the NYC-Metro area and for over 35 years, we’ve provided life-saving care to New Yorkers in need that includes but is not limited to addiction assistance, mental health services, and housing support for all. Proudly doing so, with integrity, love, and respect. Our goal is to have a positive and long-lasting impact on the lives of the people and communities we serve with the hope of providing the care, support, and attention they need.

So it is our pleasure to announce that we are currently seeking a full-time candidate for the role of Facility Manager to join our team

By ICL definition, under the supervision and guidance of the Facilities Dir., VP of Facilities, and Shelter Program Directors, the Facilities Manager is responsible for facility safety, maintenance, and equipment, assisting in implementing and overseeing safety-related activities. – this position includes on-call responsibilities.

MIN. ROLE REQUIREMENTS & PREFERENCES:

• Location: Brooklyn, NY 11201
• Monday to Sunday, with options for O.T. – Shift: Hours TBD
• EDU: HS Diploma or higher AND CPR and First Aid Certified – mandatory + OSHA 30 Certified – preferred
• EXP: 5+ years of supervisory and maintenance experience – mandatory, preferably in a shelter and/or non-profit setting
• Proper attire at all times – this includes business casual and/or professional
• PLEASE NOTE: per ICL policy, all applicants MUST be fully vaccinated against COVID-19 after any potential start date

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of basic arithmetic: add, divide, multiply, subtract
• Knowledge of effective staff management and processing skills for non-profits
• Ability to form, train, educate, and work with a diverse team of individuals to accomplish tasks
• Strong communication, interpersonal, writing, and conveying skills – bi-lingual is a plus but not mandatory
• Knowledge of safety procedures using tools, machines, equipment, and materials of the mechanical, electrical, and/or building trades
• Strong problem-solving and organizational skills (e.g. planning, scheduling, prioritizing tasks, organizing and allocating resources)
• Ability to read, analyze, and interpret proposals, plan diagrams, architectural blueprints, and specifications from architects and contractors

ADMINISTRATIVE TASKS:

• Provide administrative assistance to the Facilities Program Dir., AVP & SVP of Shelters per agency and division policy
• Plan, schedule, assign, and monitor work for all dept. employees per agency and dept. policy
• Put in requests for suggested staff, equipment, and supply needs, submitting documents promptly
• Manage departmental employee accident reporting and initial submission of workers' compensation claims
• Maintain up-to-date, accurate individual paper and electronic records as assigned by Facilities Program Dir.
• Review authorized program and personnel budget allocation and recommend changes to the authorized budget
• Submit requisitions for maintenance supplies and ensure the proper receipt, storage, distribution, and safekeeping of materials
• Learn and use computerized tracking systems, programs, and software necessary for the efficient operation of the Facilities Mgmt. Dept.
• Review staff communication log and make entries concerning essential elements of info designated by the Facilities Dir. or Program Mgmt.
• Create, compose, edit, and present oral and written materials, including business reports and correspondence effectively with supporting materials
• Review authorized dept. staff positions, submit Requests for Personnel (RFP) on vacant staff position(s), recommend changes to the authorized staffing pattern
• Plan facility-wide activities (g. setting objectives, developing strategies to meet business goals, budgeting, developing policies and procedures, and organizing the functions necessary to accomplish the mission of ICL as addressed by Transitional Residence for Veterans)

MANAGEMENT TASKS:

• Provide oversight and task supervision to the Facilities Supervisors, Maintenance, Housekeeping, Porter, Drivers, and Specialists staff per agency and division policy.
• Attend regularly scheduled staff meetings and supervision as well as in-service training and development activities
• Effectively and efficiently make reasonable and sound judgments and decisions when receiving and responding to inquiries relating to employees, management, contractors, and programs
• Conduct candidate interviews per agency policy, regulatory guidelines, and employment federal and state laws; select, train, and develop all employees; assist in the orientation of new personnel when requested
• Schedule and ensure all dept. staff to attend required in-service training(s) and training(s) provided by vendors including clinical subjects, charting, fire safety plan, fire drills, emergency plans and procedures, building security, volunteers and interns, and site-specific exposure control plan
• Manage the completion of time clock edits of all dept. staff; ensure compliance with the agency's time and attendance policy; monitor accrual totals, approve or recommend approval of employee requests for time off, and notify the HR Dept. when an employee should be placed on or taken off Family and Medical Leave (FMLA) maintaining contact with staff throughout.
• Direct employees toward desired objectives helping to delegate, motivate, and control the essential work functions (g. developing performance standards, measuring results, taking corrective action)
• Manage the completion of dept. performance evaluations; appraise and reward performances, and recommending dept. staff for the employee recognition award and promotions
• Remind staff at meetings and in memoranda of agency policies, directives, and guidelines affecting the facilities management operations and personnel; comply and promote compliance with all applicable laws, regulations, and agency policies helping to strengthen and maintain an ethical organizational culture
• Monitor dept. employee morale and the climate of the work environment to stop or eliminate sexual harassment or any form of employee harassment and discrimination
• Discipline and address complaints helping to resolve problems; conduct counseling, recommend action for those out of compliance, complete disciplinary action reports (DAR), administer dept. disciplinary action per agency policy and recommend employee terminations as needed

PROPERTY MAINTENANCE & SAFETY ACCOUNTABILITY TASKS:

• Monitor staff engaged in facility repair projects including minor carpentry, plastering, electrical, plumbing, installing, and/or locksmith work as well as the maintenance of program grounds and vehicles
• Oversee the operation and completion of work requests and orders on time following established procedures
• Monitor work performed by outside contractors to ensure conformance with project specifications; maintain service and repair agreements with outside vendors
• Make standard arithmetic computations to calculate the dimensions of the project or building under construction, identify the proper placement of important structural components of the project or structure, and calculate the number of materials and labor required to complete the project or building
• Execute emergency plans as outlined in the policy and procedure manual including administering CPR or first aid to staff or residents who require such services; acting as fire marshal for the residence, including providing oversight of fire drills and assisting in regulatory inspections of building systems
• Perform other job-related tasks as assigned in a professional, organized, and clean manner
• PLEASE NOTE: To perform this job successfully, an individual must be able to perform each essential duty listed satisfactorily. Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform essential functions unless this causes undue hardship to the agency.

If you feel that you’re a suitable candidate for this role and would like to join our organization, please submit your resume in response to this ad to contact a recruiter in HR for further related info to the role above or the benefits mentioned below…

ICL BENEFITS:

PLEASE NOTE: ICL Company Benefits are exclusive to employees working 20+ hours and EDU Leave is 40+ hours ONLY

• PAID Orientation and Training
• Choice of full and/or partial Health, Dental, and Vision Benefits (spousal and child coverage available too)
• Life & AD&D Insurance + Medical Flexible Spending
• Mental Health Services and Providers
• Educational & Parental Leave
• Tuition & Work-Life Assistance
• Commuter Benefits Plan
• Employee Assistance Program
• Matching 403B (non-profit)
• Payroll Benefits: Corporate Fitness Account / NYS College Savings Program / Etc.
• Discounts on select ticketed purchases provided by Plum Benefits
• And many more…