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Facilities Operations Manager
2 months ago
We are seeking a highly skilled and experienced Facilities Operations Manager to join our team at the American Society for the Prevention of Cruelty to Animals. The successful candidate will be responsible for overseeing the planning, organization, and development of our facilities operations, ensuring a safe and efficient work environment for our staff and animals.
Key Responsibilities- Facilities Management
- Oversee daily operations, maintenance, and housekeeping efforts at our locations, including animal spaces, outdoor spaces, conference rooms, public areas, and general areas.
- Conduct routine site tours to review housekeeping efforts, monitor staff performance, identify the need for repairs or maintenance, and ensure compliance with internal and external codes, rules, and standards.
- Manage and enforce compliance with site safety programs.
- Create and maintain a housekeeping maintenance plan for assigned locations.
- Repairs, Maintenance & Special Events
- Ensure all planned preventive maintenance is satisfactorily completed in a safe, timely, and cost-effective manner.
- Manage contractors who perform preventive maintenance and approved repair work to have all work completed at a time most convenient for program and building operations.
- Manage work activities in unison with program operations, including meeting and special event set-ups and breakdowns.
- Investigate, remedy, and respond to complaints/concerns surrounding facilities-related issues.
- Monitor essential building systems to ensure they are operating correctly and efficiently, including electrical, mechanical, security, fire suppression systems, plumbing, heating, and air conditioning systems.
- Troubleshoot and take the appropriate corrective action in response to building system failures.
- Request proposals for outsourced work and provide support with open bidding, request for proposal, and request for information activities.
- Lead or provide support with project management activities, including scope of work development, project planning, project oversight, and communications.
- Routinely evaluate department tools and equipment to ensure they are functioning efficiently and to determine the need for replacement.
- Participate in identifying capital projects and purchases as part of an annual exercise to identify new needs for next year's budget.
- Prepare for and participate in onsite inspections by governing agencies, such as FDNY, DOB, ECB, DOH, OSHA, etc.
- Manage the fire alarm system, including taking the system and its points on and offline, responding to activated alarms, and logging information into the fire system log.
- Manage and participate in site safety drills, including fire and emergency management drills.
- Learn about job-related maintenance protocols and take training and coursework to enhance knowledge of facilities management.
- Understand department metrics and prepare to report on work orders completed per month, work orders completed on time, open work orders, issue tickets, unsatisfactory completions, etc.
- Provide coverage and support to all ASPCA locations as needed.
- Department & People Management
- Provide direct supervision of union team members and outsourced maintenance contractor(s), providing direct and supportive feedback on their performance.
- Enforce all governing policies evenly across direct reports and lead progressive disciplinary action as needed.
- Perform duties associated with being a time-tracking coordinator.
- Prepare for and facilitate a daily check-in meeting and monthly facilities union team meetings.
- Lead and participate in recruiting activities, including job description review and creation, resume review, phone screens, interviews, reference checks, and creating personalized onboarding plans for new team members.
- Conduct routine one-on-one staff check-ins, quarterly, and annual performance reviews.
- Routinely connect with ASPCA program leadership to obtain feedback on department performance and to address concerns.
- Facilitate the onboarding of new team members, including in-service training, work procedures, policy review, and establishing clear expectations for performance and job functions.
- Assign direct reports to routine assignments and projects.
- Create and maintain staff schedules, ensuring operational needs are being met.
- Assess individual and team performance, providing effective feedback, expertise, and motivation to team members individually and as a whole.
- Ensure effective cross-training of staff.
- Identify and implement training and growth opportunities for team members.
- Develop, manage, and participate in team-building activities.
- Utilize and develop management tools and resources.
- Support and participate in management initiatives.
- Administrative
- Utilize and manage the work order system.
- Manage supply orders and inventory, including housekeeping supplies, uniforms, radios, tools, hardware, building materials, etc.
- Assist the Director in monitoring and maintaining operating budgets, such as payroll, supplies, and equipment.
- Request quotes for purchases to be submitted for approval.
- Manage communications to ASPCA staff, including special events, service interruptions, disturbances, emergency planning, scheduled maintenance/repairs, work requests, etc.
- Support with preparing documentation and attending to legal hearings as needed.
- Support Legal in receiving sensitive communications/legal documents and forwarding them to the appropriate department/personnel.
- Maintain product specifications and SDS sheets for all locations, updating as necessary.
- Track and ensure COI compliance of approved vendors.
- Liaise with contractors or external suppliers and effectively communicate ASPCA safety, technical, and contractual issues and standards.
- Prepare maintenance and repair reports and other reports as needed.
- Develop, document, and routinely audit departmental standard operating procedures, including housekeeping, maintenance, and operational activities.
- Emergency Management
- Provide 24/7 emergency on-call service, including providing remote or onsite support in the event of an emergency situation.
- Send out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency.
- Participate in overnight stays during a shelter-in-place situation or inclement weather, such as snowstorms and hurricanes.
- Lead the setup of sleeping accommodations for emergency shelter-in-place or overnight stay events, including management of cot and sleeping bag distribution and collection, signage, communications, and assigning and preparing approved sleeping quarters.
- In preparation for snow and ice events, ensure the proper amount of snow removal and ice management supplies are onsite.
- In response to snow and ice events, manage snow and ice removal efforts to ensure all outdoor and indoor spaces are well maintained and hazard-free.
- Send out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency.
- Minimum of five years' practical experience in the field of facilities management with direct oversight of housekeeping operations, repairs & maintenance.
- Minimum of five years' experience managing housekeeping and repairs and maintenance staff.
- Experience working supervising union staff.
- Experience managing facilities operations in healthcare and/or animal shelter settings.
- Experience managing facilities operations in corporate settings.
- Intermediate computer skills, including the use of Microsoft Suite.
- Experience using a computerized maintenance management system (CMMS) program, such as Hippo CMMS.
- Experience using a building management system (BMS) program, such as ABM.
- Knowledge of building systems, including HVAC, elevators, fire systems, basic plumbing, and electrical.
- Knowledge of governing codes and rules for building compliance.
- Highly organized and detail-oriented with emphasis on time management.
- Able to effectively communicate professionally in both written and verbal forms with all levels of staff and members of the public.
- Able to work well independently and as a member of a team with a neat appearance and a respectful attitude.
- Take initiative and be proactive.
- Able to learn and adapt to new situations.
- Willingness to travel among New York City ASPCA locations as needed.
- Ability to lift a minimum of 50 lbs.
- Ability to read floor plans and blueprints.
- Exemplifies the ASPCA's Core Values:
- Has commitment and dedication to improving the lives of animals.
- Demonstrates ownership and feels responsible for outcomes.
- Believes in team - that we are stronger together.
- Seeks to elevate others and reimagine what is possible.
- Focuses on impact, specifically making change for animals.
- Bachelor's degree or trade school diploma in a concentration related to facilities operations.
- Driver's License.
- OSHA General Industry 30-hour certificate.
- S-12 City Wide Sprinkler Systems Certificate of Fitness.
- F-01 City Wide Fire Guard for Impairment Certificate of Fitness.
- S-95 Supervision of Fire Alarm Systems Certificates of Fitness.
- F-07 Fire and Emergency Drill Conductor Certificate of Fitness.
- G-46 Storage, Handling, Use, and Refilling of Non-Flammable Compressed Gas Certificate of Fitness.
- G-71 Supervision of Piped Non-Flammable Medical Gases Certificate of Fitness.
- C-92 Supervision of Flammable/Combustible Liquids Certificate of Fitness.
- A-35 To operate and maintain air compressors Certificate of Fitness.
- Able to obtain Certificates of Fitness - Referencing to Training/Licensing Requirements.
