Director, Facilities and Property Management

Director, Facilities and Property Management

Summary:

Reporting to the Vice President of Facilities and Property Management, the Director of Facilities Management is responsible for overseeing maintenance teams that ensure a safe, clean, well-maintained, and professional facility environment, one that reflects respect for both staff and clients. This role also provides leadership to support staff excellence within the department.

The Director will manage all facility operations, budgets, and the strategic vision for the agency's network of facilities, which includes office spaces, shelters, and scattered-site residential units.

The position requires 24/7 on-call availability to address any facility-related issues promptly, ensuring smooth and efficient operations. The Director is also responsible for fostering internal and external relationships, ensuring a safe and compliant environment, and upholding regulatory standards. In addition, this role requires working closely with sensitive populations within the nonprofit sector, demanding a compassionate, ethical, and client-centered approach to facility management. A valid driver’s license is required for occasional travel related to facility needs.

The Director of Facility Management is responsible for overseeing the identification of potential compliance issues across all aspects of facility operations, not limited to, i.e. HVAC, Boilers, Elevators, Fire Safety Systems, including health and safety, environmental sustainability, accessibility, and security. This involves conducting regular audits and assessments to identify areas of non-compliance and implementing corrective actions to mitigate risks and ensure adherence to regulatory requirements.

Specific duties include:

Stakeholder Communication: Effective communication with internal and external stakeholders, including regulatory bodies, employees, and the public, is vital. The DFM acts as a liaison, ensuring that all parties are informed about compliance status and any actions being taken to address issues.

Documentation and Reporting: Maintaining detailed records of compliance activities, including inspections, training sessions, and policy changes. The DFM ensures that all documentation is organized and readily available for audits or inspections.

Inspections and Audits: Regular site inspections and site audits are necessary to verify that the facility is meeting all regulatory standards. The DFM coordinates these activities, ensuring that any identified issues are addressed promptly and effectively and must be proactive in identifying and mitigating risks before they become issues that could lead to fines, legal action, or operational disruptions.

Training and Education: Ensuring that all facility staff are trained and educated on organizational compliance requirements is essential.

Policy Development and Review: The DFM works closely with the Vice President and Legal Department regularly review policies that ensure the facilities remain compliant with all relevant regulations. This includes staying updated with new and emerging laws and adjusting policies accordingly.

Performance and Accountability: Regular evaluation of staff performance. Ensure that basic regular daily, weekly, and monthly maintenance tasks are satisfactorily completed; Effective maintenance management also requires close coordination with shelter Program Directors to ensure that custodial and maintenance tasks are addressed in a timely manner. Evaluate staff performance and take action as necessary to ensure compliance with Safe Horizon policies, procedures, and requirements.

Budget: Oversee the procurement and usage of janitorial supplies and other materials acquired for maintenance purposes and develop and uphold strategies for managing, monitoring, and organizing inventory of supplies, equipment, and tools. Establish and maintain consistent maintenance standards across the shelter system to ensure that facilities are always clean and safe and within annual budgets. Manage and monitor the purchasing and utilization of janitorial and other supplies purchased for the maintenance operation and establish and maintain methods to manage, monitor and maintain supply, equipment and tool inventory within Budget.

Computer Aided Facility Management: Utilize web-based applications and other resources to manage and monitor staff responsiveness to work tickets, to identify problems, trends, and to fashion changes in procedures as necessary to address issues.

Compliance: Possess a thorough understanding of facility-related governmental regulatory requirements as they apply to Safe Horizon residential facilities; not limited to, OTDA, OCFS, FDNY, DOB, DOH, HPD, etc.

Additional Responsibilities: as assigned by the Vice President Facilities and as needed for the position.

Supervisory Reports:

Assistant Directors and Supervising Maintenance Workers and Maintenance Workers.

Interacts with:

Program managers and staff:

Governmental regulatory and oversight agencies including NYCDOHMH, NYCHPD, NYCDOB, FDNY, OSHA, DOB, OCFS, OTDA, etc. required.

Contractors.

Qualifications:

• A Bachelor’s degree in related field, or equivalent relevant experience, and at least
  5 years’ of supervisory experience in facility management and/or construction.
  
• IFMA, BOMA certifications a plus.
  
• Successful track record in coaching, motivating, developing, and leading a team.
  
• Strong commitment to service and quality standards as well as client satisfaction.
  
• Experience in managing OSHA compliance programs.
• Able to successfully work under pressure and meet established goals, deadlines, and objectives.

Knowledge and Skills:

• Ability to travel within the five boroughs of New York City.
  
• Valid drivers’ license (less than 3 points).
  
• Expert in using CAFM, computer aided facility management tools, in identifying and analyzing trends, troubleshooting, and addressing facility issues.
  
• Web portal proficiency in full MS Office 365 not limited to; SharePoint, OneDrive, Teams, Zoom, Word and Excel.
  
• Must have strong writing and verbal communication skills and be able to communicate information clearly and effectively to various levels of management.
  
• Oversee the management of assigned vendor relationships from work scope to billing/invoices, to ensuring the safe completion of work.
  
• A thorough understanding of all facility regulatory requirements as they relate to Safe Horizon’s office and residential portfolio of facilities.
  
• Proficient with principles of budgeting, accounting, and inventory management.
  
• Working knowledge of key New York City, State, and Federal regulatory requirements such as NYCDOHMH, NYCHPD, NYCDOB, FDNY, OSHA, DOB, OCFS, OTDA etc. required.
  
• Must demonstrate the ability to work independently.
  
• Experience with supportive housing and non-profit organizations.
• Strong customer service skills, an ability to be perceptive of others, and proven ability to build strong relationships and collaborate with others.

If hired, I agree to abide by all of Safe Horizon’s rules and regulations, and understand that, if employed, my employment may be terminated with or without cause, and with or without notice, at any time, at the option of either the company or me. I further understand that no representation, whether oral or written by any representative or agent of the organization, at any time, constitutes a contract of employment.

AmeriCorps, Peace Corps and other national service alumni are encouraged to apply.

Technology Statement:

Applicants may be responsible for providing the equipment and tools they need to work remotely as required, such as access to a computer, internet service, and phone service. Safe Horizon will discuss potential solutions with candidates and may assist where needed and agreed to in advance.

Please follow this link to view complete EEO Law and complaint filing information:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Know Your Rights: Workplace discrimination is illegal.

Hiring Pay Range: 80,000.00 - 90,000.00 Salaried
Full-time Hours: 35 Hours per week
Full-time Benefits: Vacation Time, Paid Sick Time, Holidays, Medical, Dental, Vision, 403(b) Retirement Plan, Company Life Insurance, Medical/Dependent Care Flexible Spending Accounts, Tuition Assistance Program, Commuter Benefits Program, Gym Reimbursement, Parental Leave, Employee Learning Center