Assistant Director of Facilities

1 week ago

Brooklyn, United States Heartshare Human Services Of New York Full time

**Position Summary**

The Assistant Director of Facilities assist HeartShare’s efforts in maintaining safe, compliant, and welcoming residential, day habilitation & school facilities. The Assistant Director of Facilities plays a pivotal role in helping to oversee the safety, aesthetics, and functionality of our facilities, ensuring they provide a secure and inviting atmosphere for both residents and program participants. This role requires strong communication skills, regulatory expertise, and proficiency in utilizing an automated facilities management system (TheWorxHub) to manage work requests, preventative maintenance, assets and other facility related matters. The Assistant Director of Facilities will also need to be available on-call to address facility-related emergencies.

**Responsibilities**:
In addition to responsibilities below, performs all other duties as assigned:

- Uses positive approaches when handling difficult situations. Avoids gossip and negative discussions. Remains flexible and adapts to change.
- Serves as role model for program participants. Abides dress code. Conducts self in a professional manner at all times.
- Remains sensitive and responsive to cultural differences of program participants and staff.
- Participates in in-service trainings and on-site workshops as required for professional growth and development. Attends external trainings and workshops at direction of management.
- Represents the organization both within and outside of the work environment in a manner that promotes the mission, vision and values of the agency. Personally, adheres to organizational mission, vision and values, in addition to all other agency policies and procedures.

**Facilities Management and Compliance**:

- Assist in oversight for all owned and leased facilities (residential, day habilitation, etc.) to ensure physical safety and
- compliance with state and city regulations.
- Collaborate with the Director of Properties on various projects involving architects, contractors, vendors and regulatory
- authorities to ensure all facilities meet and exceed required standards.
- Strong knowledge of building systems, maintenance techniques, and regulatory requirements.
- Participate in Professional Development Trainings.
- Coordinate local law and regulatory inspections and compliance.
- Coordinate the resolution of system related deficiencies (fire, sprinkler, etc).
- Review internal and external audit reports for immediate follow up and correction of critical facility related findings.

**Vendor management**:

- phone calls, calendar invites, work order updates, etc.
- Oversee the procurement of centralized equipment, tools, PPE, health and safety supplies, and services necessary for
- facility maintenance and operations.
- Monitor expenses and identify opportunities for cost savings.
- Develop and maintain excellent relationships with vendors, identify new vendors when necessary.
- Familiarity with existing vendor service agreements to ensure the agency is not overcharged for any covered parts and/or
- labor.
- Obtain quotes/ proposal requests, invoice review of completed work.

**Violation Resolution**:

- Cure site violations and obtain certificate of corrections.
- Liaise with regulatory agencies and authorities, hired consultants to resolve violations and
- Identify trends and suggest system changes to prevent recurrence.
- Safety and Emergency Response:

- Maintain cell phone contact on evenings and weekends, as needed for emergency response.
- Ensure physical plant safety protocols to safeguard the well-being of residents, program participants, staff, and visitors.

**Preventative Maintenance**:

- In conjunction with the Director of Properties develop and execute a proactive preventative maintenance plan to address
- needs in a timely and effective manner.
- Ensure regular inspections, servicing, and upkeep of equipment, systems, and structures to prevent potential issues.
- Automated Facilities Management:

- Utilize an automated facilities management system (TheWorxHub) to manage work requests, track maintenance tasks,
- and log preventative maintenance needs through scheduled work orders.
- Ensure that if no approved work order is issued that work does not commence, with the exception of emergency
- situations.
- Record work order progress in TheWorxHub system on assigned work order requests, maintenance and completions as
- required by submitting detailed descriptions and photos; including routine maintenance schedules, and project progress
- reports.

**Collaboration and Communication**:

- Maintain clear communication with staff, residents, and external stakeholders regarding facility matters.

**Qualifications**
- Minimum of 5 years of progressive facilities management experience, ideally in a nonprofit or healthcare setting.
- Demonstrated leadership skills, with a track record of successfully managing teams and fostering a positive work culture.
- Thorough knowledge of building cod

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