Facility Manager

Job Description

Job Description

General Purpose of the Job:

Under the supervision of the Program Director at our Lighthouse location in Queens, NY, the Facility Manager oversees all maintenance, janitorial, and capital improvement projects performed by the landlord, which includes the care, cleaning, and inspection of public spaces within the development such as buildings, grounds, and garbage disposal areas, in accordance with established procedures. Through overall supervision, the incumbent will direct, coach, support, and champion the Operations Team and manage the hiring of staff members. This individual will ensure the landlord maintains all building systems in working order and is responsible for ensuring the facility meets all building compliance requirements as defined by DOB, HPD, FDNY and other government authorities, while also required to be on-call 24-hours a day, 7-days per week for emergencies during off hours and report to the property management.

Essential Duties and Responsibilities:

Maintenance 

• Oversee all building systems, maintenance, repairs, and modifications in partnership with the landlord’s maintenance company. 
• Observe work operations, procedures and environment to identify possible hazardous conditions or unsafe work practices, formulate corrective measures for safety
• Monitors work orders and ensure repairs are completed by landlord within prescribed guidelines. Coordinate the completion of repair and close out work orders in Yardi system in accordance with established procedures
• Ensure work performed by staff is completed satisfactorily and follow up on any deficiencies
• Maintain a preventative maintenance schedule with the landlord maintenance team and ensure pre-seasonal preparation of HVAC and building systems
• Work with the landlord to address emergency repairs quickly to minimize disruptions to the quality of life for clients and staff
• Be available to attend vendor and service provider meetings, with the landlord maintenance company, for repairs on various projects
• Maintain basement storage areas in an orderly, safe, and hazard-free manner
• Review work orders to ensure inoperable appliances are being replaced in a timely manner
• Maintain exterior parts of the building, ensuring good upkeep for walkways, building face, etc.
• Maintain vacancy reports off offline units for repairs and materials needed for turnover; ensure room turnovers are completed within the DHS guidelines
• Cover shifts with associated duties and tasks, in the absence of staff
• Conduct unannounced site visits during off hours and days, to monitor staff performance and ensure the site is maintained, cleaned, and in good repair
• Will work independently, meet deadlines, multitask, and solve problems, working under a moderate to high degree of pressure
• Provide supervision and document it, taking immediate disciplinary actions when necessary
• Collaborate with procurement department to obtain bids for building projects outside the scope of landlord maintenance contract
• Follow up on local law requirements and ensure filings are completed by the landlord 
• Be proactive with the ability to take initiative
• Weigh the pros and cons of different solutions, considering cost, time, and resources 

  

Maintenance and Janitorial Staff 

• Coordinate with landlord’s maintenance and janitorial staff in completing tasks through work order system and follow up through their completion of assigned tasks
• Ensure placement of trash and recyclables on the street for pick up per Department of Sanitation’s schedule for pick up
• Coordinate with landlord’s janitorial staff in cleaning tasks to keep common areas, lobby, hallways stairwells, elevators, walls, doors, glass fixtures, and floors are clean and well maintained 
• Coordinate with landlord’s janitorial staff to clean vacant rooms, log and store properties left by clients in identified storage area
• During cold temperatures, ensure all walkways are free of ice and snow
• In the absence of the custodial staff sweep, mop, dispose of trash, and handle snow removal during inclement weather
• Provide supervision, coaching, and training for staff as needed; ensure staff attend scheduled training
• Attend hearings for any violations as requested

 

Inspections/Record Keeping 

• Regularly inspect the building and building systems to identify issues and ensure that they are addressed in order to prevent system breakdown
• Inspect the client rooms regularly to ensure rooms are maintained in good repair
• Assign staff to conduct daily and weekly inspections on the safety system and devices such as smoke detector, emergency lights, drainage systems, and fire stop applications
• Accompany government agencies on inspections in the property and immediately report and mitigate citations or violations
• Ensures contracted vendors are inspecting the elevators, back flow, boilers, sprinkler systems, fire panels as outlined in the preventive maintenance contract
• Maintain logs of vendor site visits
• Conduct daily inspection of building exterior, interior of property, safety, and building systems
• Enter all inspections, repairs, and building maintenance issues in the YARDI system

 

Safety 

• Ensure the property is in compliance with New York City building codes
• Ensure landlord’s maintenance and janitorial staff follow safety procedures, ensuring tools, equipment, and materials used for repairs/cleaning solutions are stored properly and not left unattended 
• Manage keys, fobs, and other access systems for the clients
• Maintain and inspect safety equipment such as fire extinguishers, sprinklers, and alarm systems
• Maintain Material Safety Data Sheet (MSDS) 
• Collaborate with and support security team as needed

Inventory 

• Maintains an inventory of all supplies, tools, and equipment
• Accept deliveries and/or pick up materials and equipment
• Maintain records of packing slips and invoices
• Procure materials needed for repairs, painting, and cleaning for the property
• Maintains an adequate inventory level for all material and supplies; optimizes stock levels and prevents overstock or understock scenarios 
• Maintains inventory in a secure and safe space 
• Track purchases and usage of inventory through YARDI and other prescribed systems
• Provides detailed reports on inventory levels, trends, turnover rates, and more
• Ensure staff understand how to use the inventory system effectively

 

Client Relations 

• Respond to all client service requests in a timely manner and maintain accurate records of the work performed
• Ensure staff maintain professional boundaries and respectful communication with tenants
• Listen to client feedback and respond promptly and respectfully to their concerns
• Treat all clients equally and without bias, regardless of personal or cultural differences
• Provide proper notice before entering a client’s unit regarding tenant privacy
• Inform clients of utility and elevator service interruptions

Position Parameters [other measurable factors]:

• Decision-making and problem solving responsibilities:
  • Proficient in identifying operational problems and formulating and implementing realistic solutions.
• Working relationships and contacts:
  • Work closely with other departments, such as social services, to ensure the program operates collaboratively.
  • Ability to influence key and operational management through well-articulated strategies.
• Impact/importance of function:
  • Accountable for service delivery for client satisfaction and to increase positive productivity between the organization and the client and ensuring the accurate and timely response to issues or concerns that are identified.

Position Requirements and Minimum Qualifications:

• Licenses, certifications, degrees, and job-related knowledge:

• A bachelor’s degree in facility management, engineering, business, related field, or education in trade is required
• Five (5) or more years of experience in facilities, residential building maintenance, construction, and repair are required
• A minimum of three (3) years of building management experience, with a minimum of two (2) years of shelter experience are required
• Three (3) or more years of supervisory experience and a track record of hiring, developing, and retaining high-performing teams are required
• F-89 [Fire and Life Safety Director] certification is strongly preferred.
• Must be willing to obtain necessary training and certifications as related to the position and building requirements

• Job-related skills, including language, mathematical, and reasoning (analytical) skills:

• Skilled in leading, motivating, and evaluating the performance of assigned staff.
• Excellent analytical, evaluative, and human service management skills.
• High level of computer proficiency, specifically in Microsoft Office, and the ability to learn new technologies and databases.

• Intellectual, creative, and/or communication abilities:

• Must be detail oriented, highly organized, and can work both independently and as part of a team within a multi-site organization to complete complex projects in a fast-paced environment.