P.M. Facilities Manager

Summary:

Under the direction of the Director of Facilities Operations and Administration, the Facilities Manager is responsible for the planning, organization, and development of the overall housekeeping, repairs and maintenance, compliance, and operations at the ASPCA’s 92nd Street, 91st Street, and 8th Avenue locations. Responsibilities for this role include but are not limited to the direct management of a union custodial staff, staff development, emergency response/ planning, supply ordering, inventory control, vendor management, management of repairs and maintenance activities. The Facilities Manager is expected to provide coverage and support at other NYC ASPCA locations as needed.

The Facilities Manager must be willing to work a flexible schedule (Monday- Friday, Tuesday-Saturday, or Sunday-Thursday) and will be required to participate in on- call duties to respond to emergencies.

Responsibilities:

Responsibilities include but are not limited to:

Management and Oversight of Housekeeping (25%):

• Oversee and manage daily operations, maintenance, and housekeeping efforts of assigned ASPCA locations including but not limited to" animal spaces, outdoor spaces, conference rooms, public and general areas, etc.
• Conducts routine site tours assigned locations to review housekeeping efforts, monitor staff performance, identify the need for repairs or maintenance, and to ensure compliance with internal and external codes, rules, and standards
• Manage and enforce compliance with site safety programs
• Create and maintain a housekeeping maintenance plan for assigned locations.

Management and Oversight of Repairs, Maintenance & Special Events (25%):

• Ensure all planned preventive maintenance is satisfactorily completed in a safe, timely and cost- effective manner
• Manage contractors who perform preventive maintenance and approved repair work to have all work completed at a time most convenient for program and building operations
• Manage work activities in unison with program operations, including meeting and special event set-ups and breakdowns
• Investigate, remedy, and respond to complaints/ concerns surrounding facilities related issues
• Monitor essential building systems to ensure they are operating correctly and efficiently
  • Such systems include but are not limited to electrical, mechanical, security, fire suppression system, plumbing, heating, and air conditioning systems.
• Troubleshoot and take the appropriate corrective action in response to building system failures
• Request proposals for outsourced work and provide support with open bidding, request for proposal and request for information activities
• Lead or provide support with project management activities inclusive to scope of work development, project planning, project oversight and communications
• Routinely evaluate department tools and equipment to ensure they are functioning efficiently and to determine the need for replacement
• Participate in identifying capital projects and purchases as a part of an annual exercise to identify new needs for next year’s budget
• Prepare for and participate in onsite inspections by governing agencies such as FDNY, DOB, ECB, DOH, OSHA, etc.
• Manage the fire alarm system inclusive to taking the system and its points on and offline, respond to activated alarms, log information into the fire system log
• Manage and participate in site safety drills inclusive to fire and emergency management drills.
• Learn about job-related maintenance protocols and take training and course work to enhance knowledge of Facilities Management
• Understand department metrics and prepare to report (work orders completed per month, work orders completed on time, open work orders, issue tickets, unsatisfactory completions)
• Provide coverage and support to all ASPCA locations as needed

Department & People Management (25%):

• Provide direct supervision of union team members and outsourced maintenance contractor(s), providing direct and supportive feedback of their performance
• Enforce all governing policies evenly across direct reports and leading progressive disciplinary action as needed
• Perform duties associated with being a time tracking coordinator
• Prepare for and facilitate a daily check-in meeting and monthly facilities union team meetings
• Lead and participate in recruiting activities inclusive to job description review and creation, resume review, phone screens, interviews, reference checks, and creating personalized on- boarding plans for new team members
• Conduct routine on-on-one staff check-in’s, quarterly, and annual performance reviews.
• Routinely connect with ASPCA program leadership to obta