Director, Facilities Management

Title:                      Director of Facilities Management 

Unit:                       Facilities Management 

Reports to:            Associate Vice President for Facilities Management and Expansion

Salary Range:       $100,000 

Status:                   Full-time; Exempt 

Location:               Long Island City; will need to visit all Agency properties 

Position Summary: 

Working with the Associate Vice President for Facilities Management, the Director of Facilities Management will have oversight for the day-to-day operations of the Facilities Management Department to ensure that each location is staffed, clean, and well-maintained and that the staff are highly trained and supported in their respective roles. 

Essential Duties and Responsibilities: 

• Works with facilities managers and with the support of Human Resources to recruit, train and supervise porters, handypersons, and superintendents as needed.   
• Conducts all necessary paperwork to on-board all new staff. 
• Handles all non-administrative call-out, vacation and personal time coverages with assistance from managers. 
• With the assistance of managers, creates write-ups that are reviewed and approved by AVP and shared with staff in the presence of her/his manager, signed and filed with Human Resources. 
• Develop and manage a mentoring program for new staff where initial training is conducted and on-going training and meetings are held to ensure success as a member of the Facilities Management team. 
• Oversee all timecards to ensure that staff are entering time that is accurate on a regular basis, approves all time-off requests as well as bi-weekly timecards for payroll. 
• Reviews and approves all requests for time-off and works with Executive Assistant to add approved time-off requests to time-off calendar in Outlook. 
• Each Facilities Management staff member (porters, handypersons, and superintendents) must have a daily routine in the form of a schedule.  Ensure that these are accurate and that each member of staff is following them. 
• Conduct any investigations as necessary and file a report to Human Resources and Legal as required. 
• Supervise facilities managers to ensure that their primary responsibilities are being managed and that excellent service is being provided. 
• Oversee promulgation and submission of all six-month and annual performance reviews for staff so that they are conducted fairly and with an eye towards sharing strengths and areas for improvement with each member of the team. 
• With the help of the Administrative Manager, maintain and share the vendor list with all managers and superintendents. 
• Conduct regular superintendent and full department meetings with an agenda for each and at which there is open time for staff and superintendents to share issues and concerns. 
• With the help of the entire team, develop a quarterly training program so that regulatory requirements as well as departmental and Agency goals are met. 
• Maintain all SDS binders for each Agency location. 
• Be sure that all mandated and departmental health, life and health safety standards are maintained throughout all buildings. 
• Work with outside vendors as needed to maintain HVAC and other equipment as necessary.  Work with managers and superintendents to determine what can be done in-house and items for which outside vendors are necessary.  Work with the AVP and Administrative Manager to ensure that Agency procurement procedures are followed. 
• Ensure that all Agency owned and leased HVAC equipment and building systems are maintained in a proactive manner.  Work with managers and superint