Director, Facilities Management

Title: Director of Facilities Management

Unit: Facilities Management

Reports to: Associate Vice President for Facilities Management and Expansion

Salary Range: $100,000 annually

Status: Full-Time; Exempt

Location: Long Island City; will need to visit all Agency properties

Position Summary:

Working with the Associate Vice President for Facilities Management, the Director of Facilities Management will have oversight for the day-to-day operations of the Facilities Management Department to ensure that each location is staffed, clean, and well-maintained and that the staff are highly trained and supported in their respective roles.

Essential Duties and Responsibilities:

• Works with facilities managers and with the support of Human Resources to recruit, train and supervise porters, handypersons, and superintendents as needed.
• Conducts all necessary paperwork to on-board all new staff.
• Handles all non-administrative call-out, vacation and personal time coverages with assistance from managers.
• With the assistance of managers, creates write-ups that are reviewed and approved by AVP and shared with staff in the presence of her/his manager, signed and filed with Human Resources.
• Develop and manage a mentoring program for new staff where initial training is conducted and on-going training and meetings are held to ensure success as a member of the Facilities Management team.
• Oversee all timecards to ensure that staff are entering time that is accurate on a regular basis, approves all time-off requests as well as bi-weekly timecards for payroll.
• Reviews and approves all requests for time-off and works with Executive Assistant to add approved time-off requests to time-off calendar in Outlook.
• Each Facilities Management staff member (porters, handypersons, and superintendents) must have a daily routine in the form of a schedule. Ensure that these are accurate and that each member of staff is following them.
• Conduct any investigations as necessary and file a report to Human Resources and Legal as required.
• Supervise facilities managers to ensure that their primary responsibilities are being managed and that excellent service is being provided.
• Oversee promulgation and submission of all six-month and annual performance reviews for staff so that they are conducted fairly and with an eye towards sharing strengths and areas for improvement with each member of the team.
• With the help of the Administrative Manager, maintain and share the vendor list with all managers and superintendents.
• Conduct regular superintendent and full department meetings with an agenda for each and at which there is open time for staff and superintendents to share issues and concerns.
• With the help of the entire team, develop a quarterly training program so that regulatory requirements as well as departmental and Agency goals are met.
• Maintain all SDS binders for each Agency location.
• Be sure that all mandated and departmental health, life and health safety standards are maintained throughout all buildings.
• Work with outside vendors as needed to maintain HVAC and other equipment as necessary. Work with managers and superintendents to determine what can be done in-house and items for which outside vendors are necessary. Work with the AVP and Administrative Manager to ensure that Agency procurement procedures are followed.
• Ensure that all Agency owned and leased HVAC equipment and building systems are maintained in a proactive manner. Work with managers and superintendents to keep these items on task.
• Oversee all aspects of the CMMS system (Dematic Sprocket) to keep up-to-date and address issues as they arise.
• Develop bi-weekly open work order reports for all managers and superintendents and follow-up in a timely manner to provide excellent service across the Agency.
• Serve as part of the Leadership Team of Facilities Management and represent the department with other directors, managers and executive team members.
• Work with others team members to continue development of Standard Operating Procedures.
• Work with AVP to review all DOB, FDNY, DEP, DOT violations and work with others to remedy violations and work with expediting to cure violation with respective agencies.
• Work with AVP to make sure that all regulatory requirements are conducted in a timely manner. This includes but is not limited to FISP (Local Law 11), Local Law 87, Local Law 152, etc.
• Must have the ability to manage small fit-outs and upgrades and be able to manage work from general contractors and sub-contractors as needed.
• Must be able to read and understand architectural plans and be able to evaluate work in-progress to ensure that quality work is being conducted on behalf of Fortune Society.

Qualifications:

• Must have a minimum of five years of relevant experience working directly in facilities operations and personnel management.
• A bachelor's degree is desired; however, any combination of experience and education will be considered.
• Must have working knowledge of electrical, plumbing, heating ventilation and air-conditioning, cooling towers, boilers (steam and hydronic), etc.
• Must have experience with housekeeping including general office cleaning, floor care, etc.
• Must have experience with CMMS systems, preferably with Dematic Sprocket.
• Must have a working knowledge of NYC DOB code requirements, FDNY and NFPA requirements, rules for DSNY, and DOT rules and regulations.
• Must be able to work within Microsoft Office including Word, Excel and PowerPoint. Must have experience with Visio and/or CAD.
  Must have a valid and clean NYS driver's license.

Travel Requirements:

Will be required to travel to all Fortune Society Agency properties throughout all boroughs.

Physical Demands:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The responsibilities and requirements listed are representative of the knowledge, skills, minimum education, training, experience, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions of the job. Must be able to lift at least fifty pounds.

The Fortune Society is an Equal Opportunity Employer. All qualified applicants will be afforded equal employment opportunities without discrimination because of conviction history, race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, predisposing genetic characteristics, victim of domestic violence status or marital status.

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