Director of Building Maintenance (Ellington)

Job Description

Job Description

Primary Function and Purpose

Under the supervision of the Program Director, the Director of Building Maintenance oversees all maintenance, janitorial and capital improvement projects, including the care, cleaning and inspection of public spaces within the development such as buildings, grounds and garbage disposal areas, in accordance with established procedures. Ensure all building systems are maintained in working order. Recruit and interview for vacancies as coordinated with the Human Resources Department.  Supervise, schedule and assign duties to the maintenance and janitorial staff. Ensure the building meets all building compliance requirements as defined by DOB, HPD, FDNY and other government authorities. Be on-call for emergencies during off hours and report to the property.  

Essential Duties and Responsibilities

Maintenance 

• Oversee all building systems, maintenance, repairs and modifications.
• Observe work operations, procedures and environment to identify possible hazardous conditions or unsafe work practices, formulate corrective measures or safety. 
• Monitors work orders and ensures repairs are completed within prescribed guidelines, coordinate the completion of repair and closes out work orders in Yardi system and in accordance with established procedures. 
• Ensure work performed by staff is completed satisfactorily and follow up on any deficiencies. 
• Maintain a preventative maintenance schedule and ensure pre-seasonal preparation of HVAC and building systems. 
• Perform or oversee routine tasks such as plumbing, electrical work, HVAC systems maintenance, and carpentry.
• Maintain a Preventative Maintenance schedule and ensure pre-seasonal preparation and preparation and maintenance for building systems are carried out as scheduled.
• Weighs the pros and cons of different solutions, considering cost, time, and resources.
• Adjust, maintain, and clean all machinery and equipment, maintain in compliance with all rules regulations, including heating, plumbing, motors, fans and electrical parts.
• Handle emergency repairs timely to minimize disruptions to the quality of life for clients and staff.
• Obtain estimates and quotes for repairs, renovations and supplies. 
• Liaise with vendors and service providers for repairs for various projects. 
• Maintain basement storage areas in an orderly, safe and hazard free manner. 
• Repair or replace inoperable appliances.
• Ensure client rooms and common areas are painted as needed.
• Maintain exterior parts of the building is in good upkeep, walkways, and building face. 
• Maintain vacancy reports off offline units for repairs and materials needed for turnover. Ensure room turnovers are completed within the DHS guidelines.
• Manage snow removal, landscaping, and garbage disposal.
• 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 moderate to a high degree of pressure. 
• Provide supervision and document it, take immediate disciplinary actions when needed. 
• Collaborate with AVP and procurement department to obtain bids for building projects. 
• Follow up on local law requirements. 
• Be proactive with the ability to take initiative.

Maintenance and Janitorial Staff

• Assigned daily maintenance tasks to maintenance and janitorial staff 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.
• Assigned janitorial staff to cleaning tasks to keep common areas, lobby, hallways stairwells, elevators, walls, doors, glass fixtures, floors are clean and well maintained.
• Assigned janitorial staff to clean vacant rooms, log and store properties left by clients in identified storage area. 
• Ensure all staff wear proper uniforms.
• During cold temperatures, ensure all walkways are free of ice and snow.
• In the absence of the porter or assisting, sweep, mop, dispose of trash, and during inclement weather snow removal.
• 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 issues are addressed in order to prevent system breakdown. 
• Inspect the client rooms regularly to ensure   Rooms are maintained in good repairs.
• Assign staff to daily and weekly inspect 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 are inspected as outlined in the preventive maintenance contract.
• Maintain logs of vendor site visits. 
• Conducts Daily inspection of 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.
• Train all staff of OSHA and other safety procedures and practices as prescribed by government authorities and use safety goggles and equipment as needed. 
• Ensure maintenance and janitorial staff follow safety procedures, ensuring tools, equipment, and material used for repairs, and cleaning solutions are not left unattended and stored properly.
• Manage keys, fobs, and other access systems for the clients.
• Maintain and inspect safety equipment such as fire extinguishers, sprinklers and alarm systems in working orders.  
• Maintain Material Safety Data Sheet (MSDS).

Vendor Management

• Manage vendor contracts to ensure the scope of work as outlined in the agreement is carried out to the executed terms.
• Inspects and signs off on completed projects and work. 
• Immediately report deficiencies of contracted scope of work. 
• Secures quotes for scope of work per projects as directed. 
• Ensures adequacy of contracted services such as exterminating, and other contracted maintenance.

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.
• Procures 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 timely to all client service requests 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. 

Licenses, certifications, and degrees

• Obtain necessary training and certifications as related to the position and building 
• requirements. 
• An education in the trades and five (5) or more years of experience in facilities and/or residential building maintenance.
• Two (2) or more years of supervisory experience and a track record of hiring, developing, and retaining high-performing teams.
• A minimum of three (3) or more years of building management experience, with a minimum of two (2) years of shelter experience.
• 3-5 years of experience in building construction, maintenance and repair is preferred.

Other

• May be required to work long hours and a varied schedule.
• Travelling throughout various locations in the New York City area.
• This is a full-time position with the need to be flexible due to the organization being a 24/7 operation.
• Lifting and moving objects weighing up to 30 pounds several times a week.
• Climatic issues of temperature variance and ventilation association with resident facility impact delivery of services.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EEO Statement –  Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.