Facilities Manager

TITLE: Facilities Manager

DEPARTMENT: Facilities

REPORTS TO: Chief Operations & Strategy Officer

JOB LOCATION: 27 Barrow Street       

JOB STATUS: Full-time

HOURS:  May require on-call duty and flexibility to work during nonstandard hours

POSITION SUMMARY 

The Facilities Manager is responsible for establishing and directing the facility maintenance program, supervising building staff and supervising vendors’ work to ensure the safe and smooth operation of GHI various premises. The Facilities Manager will establish and maintain an ongoing preventative maintenance schedule and have primary responsibility for Greenwich House’s owned and leased facilities, supply inventory and requisitioning, equipment management, capital maintenance, and improvement projects. This position has responsibility for ensuring operational compliance with OSHA, state and city laws, codes and other relevant regulations, and facility requirements for Greenwich House’s diverse program needs.

The Facilities Manager will assist with planning and budgeting for repairs and upgrades and perform related administrative, logistical or other duties.

Guide and motivate staff to be equipped with knowledge, skills and competencies aligned with their positions.

Qualifications

• Bachelor’s Degree in facility management, engineering, a related discipline, or equivalent.
• Minimum 5 years of experience in facilities management position with a proven knowledge of building systems.
• Exposure to various building trade disciplines and in-depth knowledge of MEP systems, building, fire code, OSHA and safety compliance requirements. Must qualify for, and obtain, a S-95 Certificate of Fitness from the FDNY within 30 days of hire.
• Excellent trouble-shooting and problem-solving skills.
• Strong supervisory and management skills to effectively oversee, guide, motivate staff and promote teamwork and independent follow-ups.
• Strong project management skills, be able to set goals, standards, priorities and completion timeline.  
• Well-organized and able to optimize the use of space, equipment and resources.
• Excellent communication and interpersonal skills with all stakeholders, including those under direct supervision and others within and outside the organization.
• Strong computer skills, including knowledge of the MS Office Suite and building management software.

Essential Functions Statement

Building Safety/Risk Management

·       Oversee building safety, general safety, Building and Fire Department code compliance, OSHA compliance, NYS Department of Health and NYC Health Department compliance, inspections, and remedial work.

·       Obtain appropriate Certificates of Fitness.

·       Implement and maintain agency-wide centralization of fire safety inspections and equipment.

·       Ensure inspection of building signs for fire safety, general safety, etc.

·       Supervise and make modifications as needed to security police, elevator use policy, and other internal safety policies and procedures.

·       Supervise execution of periodic drills (fire, standpipe, extinguishers, etc.) and filing of reports of same.

Repairs & Renovations

·       Organize and supervise facility projects, such as program closures, office moves, organizing agency file rooms, and discarding of files under the GHI records retention policy.

·       Develop and execute plans to implement critical improvements and repairs on a schedule; identify and prioritize facilities repairs, renovations and capital projects for Greenwich House senior leadership. 

·       Supervise daily building maintenance and preventive maintenance at multiple program sites.

·       Review and approve all work orders for internal and external maintenance and repairs at all program sites, assign work to facilities staff or vendors as appropriate.

·       Manage and monitor contractors and service contracts to ensure delivery of services is on time and within budget. .

·       Work with City Fire and Buildings Departments, the Landmarks Commission and other regulatory agencies as needed.

Construction/Capital Project Management

• Work closely with the leadership to plan, direct and coordinate construction and capital projects ranging in size from smaller projects like flooring and asbestos removal to extensive building renovations and expansions. 
• Maintain high level of communication with outside vendors, internal stakeholders, and governing agencies.

General Administrative Functions

• Work closely with the leadership to ensure the Facilities Department is aligned with and supports agency’s goals.
• Respond and triage emergencies related to buildings and infrastructure.
• Maintain a clear channel of communication between Facilities and all other departments, follow up all building-related requests to ensure they are completed timely and accordingly.
• Supervise maintenance and reception staff

o  Maintain and update the facilities log and code compliance log, etc.

o  Structure efficient work schedules for all facilities staff, delegate tasks and promote ownership and accountability.

o  Oversee staff and ensure timely responses to work requests, and be able to independently follow up on requests and complete them in a timely manner without prompting. 

o  Conduct annual evaluations and periodic reviews of the staff, serving as an engaging and open supervisor and fostering high levels of accountability, organization and service among direct staff. 

• Continue learning about trends and best practices in the facilities industry and keeping track of regulatory compliance requirements that pertain to Greenwich House.
• Develop a system of key performance indicators (KPIs) based on industry standards and sustainability best practices to benchmark the Facilities department’s performance and improve operational efficiency.
• Perform other tasks and special projects as assigned by the direct supervisors.
• Participate in the hiring and training of staff under direct supervision.

ABOUT GREENWICH HOUSE 

Founded in 1902 as a settlement house to help New York’s increasing immigrant population adjust to life in a new country, Greenwich House today offers a variety of programs and approaches that continue to provide thousands of New Yorkers with health and wellness supports, education and personal enrichment, and skills building and cultural experiences. 

BENEFITS

We offer a competitive compensation package, which includes medical insurance, life insurance, disability insurance, 403b, commuter benefit, flexible spending account, and generous paid leave.

DIVERSITY 

We are an equal opportunity employer, and we actively cultivate a diverse workplace. All employment decisions are made without regard to actual or perceived age, race, sex, religion, creed, color, citizenship, sexual orientation, ethnicity, familial status, liability for military service, genetic pre-disposition or carrier status, national origin or ancestry, disability, veteran status, marital status, gender identity or expression, status as a victim of domestic violence, or any other bases protected under federal, state and local laws, regulations or ordinance. For more information please visit our website at www.greenwichhouse.org