Director of Facilities

Director of Facilities

The Director of Facilities oversees building operations, grounds, equipment, maintenance, repairs, and facility staff across multiple sites. This position supervises facility managers and housekeeping staff to ensure each site operates safely, efficiently, and in compliance with applicable requirements. The Director works closely with architects, engineers, contractors, vendors, and city and state officials to support facility operations and resolve maintenance issues. The role also requires hands-on technical expertise to address site needs, correct deficiencies, and ensure all Department of Buildings and provider requirements are met.

The essential functions of this position include, but are not limited to, the duties listed below.

Through the employee's own efforts, the employee accomplishes the following essential functions:

1. Supervise, train, and evaluate facility managers, housekeeping staff, and maintenance personnel.
2. Schedule work assignments, prioritize repairs, and coordinate maintenance needs across sites.
3. Provide staff with instruction and guidance for maintenance, repair, and safety procedures.
4. Oversee ongoing maintenance activities, including painting, waxing, snow removal, garbage disposal, landscaping, and watering.
5. Ensure building systems are inspected and maintained in accordance with applicable city, state, and organizational requirements.
6. Identify, correct, and report hazards, unusual events, and incidents in accordance with established reporting procedures.
7. Record, assign, monitor, and close out work orders in a timely manner.
8. Develop and maintain accurate inventory control records.
9. Ensure carpentry, plumbing, electrical, HVAC, boiler, fire system, sprinkler, standpipe, and other building-system tasks are completed as needed and in compliance with code requirements.
10. Prepare scopes of work for large projects and coordinate price bids, service contract proposals, insurance requirements, and vendor setup processes.
11. Adhere to all Occupational Safety and Health Administration (OSHA) requirements.
12. Review bids for inventory and equipment purchases to support cost control and product quality.
13. Follow purchasing procedures, including authorization, approval, and product usage requirements.
14. Manage administrative functions, including work assignments, shift schedules, time-off tracking, and payroll recordkeeping.
15. Supervise and coordinate daily activities of maintenance staff, including teams of 10 or more employees.
16. Read and interpret building plans, vendor contracts, and technical manuals.
17. Manage maintenance projects from planning through completion while meeting deadlines and budget expectations.
18. Maintain accurate inventory using Lighthouse, Clearly Inventory, MaintainX, or other approved systems.
19. Respond promptly to emergency maintenance requests.
20. Communicate professionally and effectively with staff, vendors, management, clients, and external partners.

1. Provide quality service to employees, guests, and clients of HPCDC.
2. Use strong interpersonal and communication skills to interact effectively with people of diverse socioeconomic levels, demographics, and cultures.
1. Respond to client and employee concerns in a positive, respectful, nonjudgmental, and non-condescending manner.
2. Prevent and diffuse conflict by using non-defensive communication, asking open-ended questions, avoiding premature judgments, and maintaining open posture and neutral facial expressions.

1. Represent HPCDC professionally when communicating by phone, walkie-talkie, email, or other means, using respectful etiquette, a positive attitude, and an appropriate tone of voice.
2. Avoid profanity or loud language near the public, employees, and clients.
3. Maintain client and employee confidentiality by disclosing job-related information only to individuals with a legitimate need to know.
4. Use effective verbal, nonverbal, listening, and written communication skills to support safety, reduce conflict, and preserve the dignity of clients, coworkers, and employees.

1. Additional job functions:

1. Adhere to all policies and procedures, including those prescribed in the Highland Park CDC Employee Handbook.
2. Accurately record time worked in the timekeeping system and submit payroll records in a timely manner.
3. Submit requested correspondence and policy acknowledgments to supervisors, human resources, accounting, and others as needed.
4. Participate in ongoing staff training, skill development, and mandatory meetings.
5. Assist in the training and mentoring of facility and maintenance staff as needed.
6. Distribute inventory supplies according to procedures.

1. Perform other job duties and special projects assigned by management.

Competencies:

To perform the job successfully, an individual demonstrates the following competencies.

1. Customer Service and Conflict Resolution: Responds professionally to internal and external stakeholders , addresses concerns promptly , and uses respectful communication to de-escalate conflict.
2. Dependability: Reports to work as scheduled , follows attendance procedures, responds to management direction, and takes responsibility for assigned work.
3. Safety Focus: Follows workplace and trade safety requirements and proactively identifies risks that may affect staff, clients, visitors, or property.
4. Communication: Communicates clearly and professionally in verbal, written, radio, and emergency communications, using appropriate tone, grammar, and audience awareness.
5. Problem-Solving: Identifies issues , gathers relevant information, evaluates options, and resolves problems in a timely and practical manner.
6. Adaptability and Flexibility: Adjusts effectively to changing priorities, site needs, schedules, and work conditions while remaining open to new approaches.
7. Interpersonal Skills and Teamwork: Builds productive working relationships, collaborates with others, and supports the organization's mission, values, and service expectations.
8. Ethics and Professional Conduct: Acts with integrity, protects confidential information, treats others respectfully, and models organizational values.

Qualifications:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

1. Minimum Required Education & Experience:
2. High school diploma or GED required.
3. Minimum of 10 years of maintenance experience in a high-rise residential or commercial building setting.
4. Proficient working knowledge of boilers, HVAC systems, plumbing, electrical systems, and usage of hand and power tools required.
5. Clean New York driver's license.
6. Proficiency with Microsoft Word, Excel, and Outlook.
7. Knowledge of Lighthouse, Clearly Inventory, and MaintainX preferred.
8. F-80 certification.
9. F-89 certification.
10. Sprinkler and standpipe certification.
11. HVAC certification.
12. CPR/First Aid certification for adults, children, and infants.
13. Ability to read building plans and vendor contracts.
14. Clear written and verbal communication skills.
15. Prior supervisory experience managing 10 or more staff members.
16. Strong project management skills.
17. Preferred Education & Experience:
18. Demonstrated knowledge, experience, or capacity to work with homeless families, individuals, and disadvantaged populations.
19. Bilingual English/Spanish communication skills preferred.
20. Computer Skills:
21. Basic computer skills are required for composing emails, using Microsoft applications, accessing the HR information system, operating assigned devices, and preparing correspondence.