Facilities Manager

Facilities ManagerThe Facilities Manager is a hands-on operational leader responsible for maintaining safe, clean, secure, functional, and welcoming environments at The Rose Center and Essex Community Center, while providing additional facilities support across Grand Street Settlement locations as needed. Reporting directly to the Director of Operations, the Facilities Manager provides day-to-day leadership and supervision of facilities, maintenance, custodial, and security personnel; oversees building systems and preventive maintenance; coordinates vendors and contractors; supports regulatory compliance and inspections; and responds to routine and emergency operational needs. This position requires more than technical facilities knowledge. The Facilities Manager must be a collaborative, service-oriented, and highly dependable leader who can balance administrative responsibilities with a visible and hands-on presence throughout the facilities. The successful candidate will demonstrate sound judgment, professionalism, initiative, emotional intelligence, strong interpersonal and communication skills, and the ability to lead and develop a diverse team with respect while maintaining clear standards of performance and accountability.Leadership & Management ExpectationsLead by example and maintain a consistent, visible, and approachable presence throughout assigned facilities.Supervise, coach, motivate, and develop maintenance, custodial, and security personnel.Establish clear expectations and hold employees accountable for performance, attendance, professionalism, and assigned responsibilities.Provide constructive feedback and corrective direction professionally, respectfully, and appropriately.Address sensitive employee performance matters privately whenever appropriate.Build trust and maintain positive working relationships with employees, managers, program teams, participants, vendors, contractors, building management, and community partners.Demonstrate patience, self-awareness, emotional intelligence, and sound judgment when managing people and resolving workplace concerns.Remain calm, respectful, and solution-oriented during disagreements, emergencies, and high-pressure situations.Promote open communication and create an environment in which employees can appropriately ask questions, raise concerns, and provide feedback.Lead through collaboration, coaching, accountability, and mutual respect.Work collaboratively across departments and balance facilities requirements with programmatic and organizational needs.Support frontline Operations staff when necessary and participate in hands-on operational responsibilities during periods of high demand, staffing shortages, events, emergencies, and other operational needs.Independently assess situations, establish priorities, make sound decisions, and appropriately escalate significant matters to the Director of Operations.Foster a workplace and facility environment where employees, participants, visitors, partners, and community members feel welcomed, respected, and supported.Essential Duties & ResponsibilitiesFacilities OperationsOversee daily facilities operations at The Rose Center and Essex Community Center.Ensure facilities are consistently maintained in a clean, safe, organized, functional, and welcoming condition.Oversee cleaning, custodial operations, routine maintenance, and building readiness.Develop and monitor daily work assignments, cleaning routes, preventive maintenance schedules, and facilities priorities.Conduct regular building walkthroughs and proactively identify maintenance, safety, cleanliness, and operational concerns.Perform and/or coordinate minor repairs involving plumbing, locks, painting, plastering, electrical components, boiler rooms, furniture, fixtures, and other building systems within appropriate scope.Work alongside and support facilities staff with cleaning, maintenance, event setup, emergency response, and other hands-on operational responsibilities when necessary.Oversee recycling, sanitation, trash removal, and extermination programs.Maintain appropriate inventories of facilities, maintenance, cleaning, and emergency supplies.Purchase authorized maintenance supplies and equipment in accordance with organizational procedures.Oversee preventive maintenance of building systems, furniture, fixtures, and equipment.Assist with space rentals and coordinate setup and breakdown for internal and external events as assigned.Provide facilities and maintenance support to other GSS locations and off-site programs as needed.Staff Supervision & DevelopmentProvide daily supervision and direction to maintenance, custodial, and security staff.Coordinate staffing schedules and ensure appropriate operational coverage.Monitor attendance, punctuality, performance, completion of assignments, and adherence to departmental standards.Conduct regular check-ins and provide timely coaching and performance feedback.Support employee training, cross-training, professional development, and required certifications.Participate in recruitment, onboarding, performance evaluations, progressive discipline, and other personnel processes in coordination with the Director of Operations and Human Resources.Promote teamwork and shared accountability across the Operations Department.Building Systems & Preventive MaintenanceMaintain working knowledge and oversight of:HVAC systemsBoilers and heating systemsElectrical systemsPlumbing systemsFire alarm and sprinkler systemsFire suppression systemsSecurity cameras and access-control systemsBuilding technology and cabling infrastructureLocks and door hardwareElevators and related equipmentFurniture, fixtures, and equipmentCoordinate preventive maintenance, inspections, service calls, repairs, and required follow-up for these systems.Vendor & Contractor ManagementCoordinate and oversee contractors, consultants, service technicians, and vendors performing work at GSS facilities.Ensure vendors comply with organizational requirements, site rules, safety standards, and approved scopes of work.Monitor vendor performance and completion of assigned work.Review scopes, proposals, estimates, invoices, and supporting documentation.Assist with developing technical specifications and obtaining competitive proposals when appropriate.Negotiate contract terms and agreements with maintenance contractors and other vendors as authorized.Coordinate vendor access while minimizing disruption to GSS programs and participants.Manage, coordinate, upload, and appropriately code vendor invoices and payments in accordance with GSS procedures.Maintain professional and productive relationships with external partners and service providers.Regulatory Compliance & InspectionsCoordinate and monitor inspections involving applicable agencies and authorities, including:NYC Department of Buildings (DOB)NYC Fire Department (FDNY)NYC Department of Health and Mental Hygiene (DOHMH)New York City Housing Authority (NYCHA)Building/property managementFire alarm, sprinkler, suppression, and life-safety vendorsOther regulatory agencies as applicableMaintain required facilities documentation, inspection records, service reports, permits, and certificates.Conduct and document required fire and emergency drills.Monitor correction of identified deficiencies and communicate outstanding compliance matters to the Director of Operations.Maintain working knowledge of applicable NYC building, fire, safety, and operational requirements.Emergency ResponseThe Facilities Manager serves as a key operational leader during facility emergencies and unexpected building conditions.Responsibilities include:Responding to utility interruptions, water outages, floods and leaks, HVAC failures, electrical issues, fire/life-safety conditions, security incidents, and other building emergencies.Quickly assessing conditions and determining appropriate operational priorities.Coordinating internal staff, vendors, building management, NYCHA, emergency services, and other appropriate resources.Maintaining clear communication with the Director of Operations and affected program leadership.Helping develop temporary operational solutions when normal building operations are disrupted.Remaining actively engaged through stabilization and resolution of facility emergencies.Participating in the department's emergency preparedness and continuity planning.Being available for after-hours emergency response as required.Customer Service & Community EnvironmentGrand Street Settlement facilities serve children, families, youth, older adults, community members, employees, partners, and visitors.The Facilities Manager is expected to:Maintain a customer-service-oriented approach to facilities management.Help ensure that all GSS facilities are welcoming, inclusive, safe, and respectful environments.Interact professionally and courteously with program participants, staff, community members, vendors, and visitors.Recognize that Operations staff often serve as visible representatives of Grand Street Settlement.Work collaboratively with