Facilities Operations Coordinator
2 months ago
Position Title: Facilities Operations Coordinator
Compensation:
Classification:
Position Summary: The Facilities Operations Coordinator plays a pivotal role in ensuring compliance with health and safety regulations across all facilities while fostering a welcoming atmosphere for children and families. Reporting to the Chief Operations Officer, this position collaborates closely with the Education Site Manager to lead the Facilities team effectively. The Coordinator also partners with the Chief Finance Officer on significant projects, including drafting Requests for Proposals (RFPs), defining project scopes, and selecting cost-effective, high-quality service providers.
Key Responsibilities:
- Strategically plan and prioritize to address the ongoing facility needs of the program;
- Manage vendor service contracts, including scope definitions, proposal requests, bidding processes, deliverables, and performance evaluations;
- Supervise contractors engaged in facility renovations and routine maintenance to ensure timely and quality outcomes;
- Collaborate with the Executive Director and other executives to negotiate lease renewals;
- Provide monthly facility status reports to the Chief Operations Officer, covering licenses, permits, project progress, and maintenance activities;
- Develop and implement a training program for Facilities staff based on performance assessments, covering custodial responsibilities, OSHA standards, emergency preparedness, and certification requirements;
- Ensure facilities are equipped with necessary emergency supplies as per the Emergency Preparedness Handbook;
- Conduct monthly inspections of facilities to verify compliance with posted evacuation procedures;
- Ensure facilities are painted every three years and address any chipped paint promptly;
- Collaborate with Education Site Managers to oversee cleaning protocols, maintenance checklists, pest control visits, and overall cleanliness;
- Build and maintain professional relationships with Fire Department, Department of Buildings, and NYC Health Department contacts;
- Foster positive relationships with landlords regarding operational issues;
- Ensure all required facility documentation is accessible and properly displayed;
- Conduct bi-weekly meetings with facility staff, documenting agendas, attendance, and minutes;
- Actively engage in management team meetings and other relevant discussions.
Education and Qualifications:
- Bachelor's Degree in Property Management or a related discipline;
- Certifications: S-95, F-07, and W-07;
- Valid driver's license.
Experience:
A minimum of two years of experience supervising maintenance teams and contractors, with experience in liaising with city agencies on facility matters. Experience in property management is advantageous.
Essential Skills:
Strong interpersonal, organizational, and communication skills, both written and verbal. Familiarity with construction principles, architectural standards, and code requirements. Proven ability to develop plans, specifications, budgets, and schedules for capital improvement projects, ensuring timely and cost-effective execution. Knowledge of essential building systems, including plumbing, mechanical, and electrical systems, as well as proficiency in Microsoft Office applications.
Key Contacts:
Chief Operating Officer, Managers, Contractors, Architects, City Inspectors, Consultants.
Physical Requirements:
- Must be able to drive to various program sites regularly;
- Must maintain an updated medical report certifying the ability to perform physical tasks associated with the role, including sitting, standing, walking, lifting, bending, and reaching.
Benefits:
- Membership in DC 37 Union;
- Competitive health insurance options;
- Retirement plans;
- Life insurance coverage.
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