Director of Facilities - New York, United States - PCMH

Description

JOB SCOPE:

Provide, supervise, and direct the maintenance and cleaning of all agency sites and programs.

Oversee the strategic planning and daily operations of the physical and environmental aspects of the agency's buildings and programs. This role ensures that all facilities, from the main office to residential and rented office spaces, are aligned with the agency's operational requirements and goals and in compliance with safety, health, and environmental regulations.

ESSENTIAL FUNCTIONS:

• Oversee the maintenance, repair, and security of all physical buildings and grounds,

ensuring they meet health and safety standards and legal requirements.

• Directly supervise Facility Manager while providing secondary supervision to all

maintenance personnel.

• Lead and develop staff to excel in department and individual objectives.
• Leads the on-site Facilities Management team, including the management of Operations,

Maintenance, Financial Budgeting and Planning, Contract and Vendor Management, and

HR Management

• Negotiates and manages contracts with external vendors and service providers, including

cleaning, repair, maintenance, and any other services.

• Secures ordering information and prices for materials, equipment, spare parts, and

replacement equipment, and exchanges information and relevant application data

• Lead the planning and execution of major capital improvement projects, renovations, and

expansions, ensuring they are completed on time and within budget.

• Direct the maintenance and renovation of the building's physical plant, including

developing and maintaining a 10-year capital improvement/replacement plan.

• Oversees and participates in interviewing, hiring, and training of full-time employees and

temporary employees.

• Coordinates agency personnel contractors during after-hours/emergency repair and service

as needed.

• Act as Project Manager for renovation projects.
• Ensure coverage, supervision, and direction during regular business hours and weekend

support of service for all systems and services for repairs, maintenance, and emergency

support for facilities and grounds, keeping 7x24x365 coverage for residents, staff, and

security personnel.

• Develop and oversee the implementation of policies and procedures related to the agency facilities management.
• Produce weekly operational status reports, including summary-level information, data, and

conclusions derived from inspections, vendor reports, internal and external systems, and

direct interaction with tenants, colleagues, and vendors.

• Develop and execute action plans to remediate service deficiencies, repairs, and process

improvements and to resolve tenant or occupant complaints or escalations.

Participate in conference calls, on or off hours, in response to building emergencies.

• Actively participate in capital improvement projects providing operation input during

project due diligence, design, execution, and close-out phases

• Review vendor invoices, reconcile against work records and contracts, address

discrepancies, and validate payment.

• Read and interpret electrical, electronic, mechanical, plumbing, architectural drawings,

operations manuals, and control schematics.

• Monitor the quality of services provided by Facilities Management staff and contractors,

focusing on occupants' satisfaction.

• Maintains current knowledge of facility and property maintenance OSHA and all regional

health and safety requirements.

• Coordinate preventive maintenance, repairs, programming changes, and equipment

installation to meet agency needs.

• Partner with procurement on all facility purchases, contracts, office security/access systems,

post room services, office cleaning services, and any other office/building services

• Assist with carrying out health and safety audits and inspections and supervise the general

administration arising from health and safety matters.

• Provide recommendations for staff recruitment, selection, promotion, advancement,

corrective action, and termination.

• Prepare and deliver performance evaluations for staff.
• Participate in and undertake applicable professional, technical, and career development

training (delivered internally and externally), including attainment of associated

qualifications, where required.

KNOWLEDGE:

• Basic knowledge of carpentry, electrical, and plumbing as required.
• Knowledge of routine power tools and cleaning equipment.
• Considerable knowledge of general Construction management and facility management.
• Working knowledge of NYC Building Codes and City Regulations.
• In-depth knowledge of financial and accounting terms and principles
• Computer skills: Internet Search, Word, Excel, Teams, and SharePoint.
• CPR/First Aid (must obtain certification within six months of employment and maintain

it throughout employment)

SKILLS AND ABILITIES:

• Strategic Planning
• Ability to interact with staff and residents.
• Exemplary verbal and written communication,
• Contract negotiation.
• Analytical skills to work at all levels within the organization.
• Manage vendor relationships.
• Well organized and prepared
• Ability to effectively manage time.

EDUCATION AND EXPERIENCE:

• Bachelor's Degree, with majors in fields like Facility Management, Engineering, Business

Administration, or a related discipline. Relevant coursework includes project management,

operations management, and environmental systems. Strong emphasis is placed on

understanding the principles of facility operations and strategic planning. Property/Facility

Management, Real Estate, Architectural, and Janitorial experience preferred.

• A combination of education and management experience to equal a minimum of 8 years

of progressively responsible and directly related experience, including facility

management, engineering, project management, or related fields.

WORK ENVIRONMENT:

This position operates in an agency's residential facility or office. The position requires entry into

resident apartments and mechanical rooms. The position utilizes routine and comes in contact

with power tools and building equipment such as boilers, HVAC, PTAC, etc.

PHYSICAL DEMANDS:

The Americans with Disability Act prohibits discrimination against a qualified individual with a

disability. To be qualified for this position, an individual must meet the following standards and/or

be able to perform the essential functions and activities.

An employee must meet the physical demands described here to perform the essential functions

of this job successfully. While performing the duties of this job, the physical activities for this

position involve:

1. Ability to stand for long periods.

2. Ability to walk the building and go up the stairs.

3. Ability to lift and carry weight up to 25 lbs.

4. Good Manual dexterity.

5. Ability to travel to other PCMH offices or facilities using public transportation.

6. Speaking and hearing ability sufficient to communicate effectively by phone or in person

at normal volumes.

7. Vision adequate to perform maintenance work.

RESIDENT, CLIENT, GUEST AND STAFF FOCUS:

In all interactions, the employee is sensitive to the practical, emotional, and spiritual needs of all

residents and staff members. The employee adjusts priorities to respond to emergency situations.

The employee keeps relevant staff and supervisors informed of resident activities or building-

related issues that require attention.

OTHER DUTIES:

Please note that this job description is not designed to cover or contain a comprehensive listing

of the activities, duties, or responsibilities that are required of the employee for this job. Duties,

responsibilities, and activities may change at any time.