BUILDING OPERATIONS COORDINATOR (DHS PROGRAM)

ORGANIZATION OVERVIEW:

Providence House, Inc. is a non-profit leader, helping people overcome challenges and gain independence in the community. We advocate for women and families at risk of harm who have histories of experiencing homelessness or legal system involvement, and provide a safe environment where dignity is recognized, strengths are enhanced, and a transition to stability is achieved.

POSITION DESCRIPTION:

Reporting to the Senior Director of Building Operations, the Building Operations Coordinator will be responsible for providing operations support at an 8-floor elevator building holding 59-units dedicated to serving families as a non-profit operated shelter in East New York, Brooklyn. This role has a multi-faceted capacity as: (1) a relationship manager ensuring that the third party property manager maintains the building in clean, safe, orderly conditions in good repair while (2) directly performing repair and cleaning work to supplement the third-party to elevate the standard of living to those acceptable as set by Providence House (which may often go beyond the minimum required by contract with the third party vendor or funder) and (3) providing support necessary to operate a social service program on-site (office set-up, supply delivery, event logistics, etc.).

RESPONSIBILITIES:

Liaison with Building Management

• Ensure all maintenance and repair requirements are fulfilled as outlined in the Bedford Maintenance contract;
• Input all work orders as received into Bedford Maintenance computerized system ‘Property Ware’ as well as transferring the same information in real time to the agency's internal work order system;
• Monitor and review work order status on a daily basis ensuring agency Quality Assurance standards are met;
• Proactively identify concerns in common areas and place work orders into 'Property Ware';
• Complete, organize, and maintain required building inspection paperwork and vendor invoices/reports;
• Ensure compliance with all daily cleaning responsibilities for the interior and exterior of the building;
• Maintain building/program supply inventory in an organized manner and submit bi–weekly inventory reports;
• Check all lighting daily to ensure it is functional in all common areas (for example, but not limited to: lobby, hallways, stairwells, offices, bathrooms, elevators, entrances and exits);
• Monitor all fire safety systems to ensure compliance and check smoke and carbon monoxide detectors and fire extinguishers for functionality;

Building Operations Responsibilities

• Serve as the contact for facility audits with DHS, OTDA, FDNY, DOB- preparing draft responses to any corrective action plans for the Senior Director of Operations to review and submit;
• Responsible for sorting and packing client belongings in vacant units and storing for appropriate timeframe;
• Assess furniture in each unit for stability, durability, and safety - making any repairs, swap, or addition required;
• Notify Bedford Management of building repairs needed within each vacant unit prior to new admission;
• Evaluate vacancy for completion, checking repairs are addressed fully and correctly with appropriate cleanliness;
• Place into each unit associated linens, kitchen items, cleaning resources, and hygiene supplies for new admissions;
• Provide notice when vacant units complete turnover process for inspection and review by program team;
• Make adjustments to furniture needs based on age/size of occupants to ensure safe use (for example: adjusting the height of a crib base, adding a highchair, swapping cribs for toddler beds, etc.);
• Unpack and organize deliveries into designated areas in a neat and orderly fashion, updating inventory counts;
• Assist with moving furniture and heavy items for program and agency event set-up and clean-up;
• Perform basic cleaning of conference spaces and staff kitchen areas between third-party routine cleaning days;
• Report major problems and damages to the Senior Director of Building Operations and DHS Program Director;
• In absence of Bedford Maintenance staff, during periods with multiple turnovers, to aid in emergency situations, or in response to Providence House needs at other locations, the Building Operations Coordinator will perform:

o General repairs in plumbing, electrical, painting, plastering, lock repair, carpentry, masonry, etc.;

o Custodial duties; sweeping, mopping, waxing floors, emptying trash, garbage and snow removal;

o Landscaping: mowing small lawn, trim trees and bushes; leaf blowing, snow shoveling, maintain clear and clean sidewalks, and garden maintenance as needed, etc.;

• Performs other duties as assigned.

SANCTUARY MODEL:

• Effectively use and practice Sanctuary Models tools; safety plans, community meetings, psycho-educational groups, team meetings, red flags reviews, and self-care in the program to create a non-violent and trauma sensitive culture.
• Promote and model the core values of Providence House Mission (Compassion, Non-Violence, Hospitality, and Community) and the Seven Sanctuary Model Commitments to create a non-violent and trauma sensitive culture.
• Integrate the Sanctuary Model SELF (Safety, Emotional Management, Loss and Future) framework into daily practice to ensure quality care and an effective work environment.

QUALIFICATIONS:

• High School Diploma required, Associates Degree or Bachelor's Degree preferred.
• Minimum of 3 years’ experience in building maintenance, repairs/renovations, construction, electrical, plumbing.
• Strong digital literacy skills working with multiple software platforms and mobile applications.
• Safely lift and move heavy equipment/objects which may weigh up to 55 pounds regularly.
• Comfortable climbing multiple floors of steps at a time and using a ladder to complete tasks.
• Excellent interpersonal skills, demonstrates calmness in fast-paced working environments.
• Excellent organizational and time management skills with special attention to detail.
• Ability to work independently to meet deadlines and collaborate with vendors and teams to build strong relationships without jeopardizing quality assurance standards, role responsibilities, or accountability.
• Proficient knowledge of local, state, federal codes, building codes, industry standards in mechanical, electrical, life safety and fire protection fields.
• Valid NYS Driver’s License preferred, or the ability to obtain a NYS Driver’s License within six months of hire.
• Excellent interpersonal skills. Demonstrates patience when working with vulnerable populations while upholding strict ethical standards and appropriate boundaries.

WORK SCHEDULE:

The Building Operations Coordinator position is a full-time position. Generally, the hours worked will be weekdays 10:00a.m. to 6:00p.m with occasional overtime requested. The role requires advanced agreed-upon scheduled extended hours and/or weekend hours for specific projects and may involve hours beyond 6pm if an emergency is underway. Overtime is paid at a rate of time-and-a-half the regular earning rate for any hours worked in excess of a normal 40-hour work week (including the one-hour paid lunch break per day). The agency has headquarters in Brooklyn, New York but this position is primarily stationed at a location in East New York.

SALARY AND BENEFITS:

The starting salary for this position is $58,500. Paid time off benefits include: 14 paid holidays, 3 weeks of vacation, 3 personal days, 12 sick days, early closure on Fridays proceeding Monday holidays, and a day off annually that can be used any time in recognition of your Birthday. Health and Wellness benefits include: medical, dental, vision, prescription coverage, life insurance, short-term disability, long-term disability, and an Employee Assistance Program (EAP). Other benefits include: a monthly health stipend (at the agency’s discretion), 403(B), commuter benefits, and paid professional development.

EQUAL EMPLOYMENT OPPORTUNITY:

Providence House is committed to providing equal employment opportunity in all of our employment programs and decisions. Discrimination in employment on the basis of any classification protected under federal, state or local law is a violation of our policy and is illegal. Equal employment opportunity is provided to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender (including “gender identity” -- which refers to a person’s actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with the legal sex assigned to the person at birth), national origin, age, disability, genetic information, marital status, partnership status, caregiver status, alienage or citizenship status, status as a covered veteran, or any other prohibited factor.

Job Type: Full-time

Pay: From $58,500.00 per year

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• On call
• Weekends as needed

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $58,500