Job Description
Job Description:\n\nSummary: 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 standardsManage and enforce compliance with site safety programsCreate 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 mannerManage contractors who perform preventive maintenance and approved repair work to have all work completed at a time most convenient for program and building operationsManage work activities in unison with program operations, including meeting and special event set-ups and breakdownsInvestigate, remedy, and respond to complaints/ concerns surrounding facilities related issuesMonitor essential building systems to ensure they are operating correctly and efficientlySuch 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 failuresRequest proposals for outsourced work and provide support with open bidding, request for proposal and request for information activitiesLead or provide support with project management activities inclusive to scope of work development, project planning, project oversight and communicationsRoutinely evaluate department tools and equipment to ensure they are functioning efficiently and to determine the need for replacementParticipate in identifying capital projects and purchases as a part of an annual exercise to identify new needs for next year’s budgetPrepare 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 logManage 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 ManagementUnderstand 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 performanceEnforce all governing policies evenly across direct reports and leading progressive disciplinary action as neededPerform duties associated with being a time tracking coordinatorPrepare for and facilitate a daily check-in meeting and monthly facilities union team meetingsLead 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 membersConduct routine on-on-one staff check-in’s, quarterly, and annual performance reviews.Routinely connect with ASPCA program leadership to obtain feedback on department performance and to address concernsFacilitate the on-boarding of new team members to include in-service training, work procedures, policy review and to establish clear expectations for performance and job functionsAssigning direct reports to a routine assignment, and projectsCreate and maintain staff schedules, ensuring operational needs are being metAssess individual and team performance providing effective feedback, expertise, and motivation to team members individually and as a wholeEnsure effective cross-training of staffIdentify and implement training and growth opportunities for team membersDevelop, manage, and participate in team-building activitiesUtilize and develop management tools and resourcesSupport and participate in management initiatives Administrative (15%):Utilize and manage the work order systemManage supply orders and inventory (i.e., housekeeping supplies, uniforms, radios, tools, hardware, building materials, etc.)Assist the Director in monitoring and maintaining operating budgets such as payroll, supplies, and equipment.Request quotes for purchases to be submitted for approvalManage communications to ASPCA staff (i.e., special events, service interruptions, disturbances, emergency planning, scheduled maintenance/ repairs, work requests, etc.)Support with preparing documentation and attending to legal hearings as neededSupport Legal in receiving sensitive communications/ legal documents and forwarding it to the appropriate department/ personnel.Maintain product specifications and SDS sheets for all locations, update as necessaryTrack and ensure COI compliance of approved vendorsLiaise with contractors or external suppliers and effectively communicate ASPCA safety, technical and contractual issues and standards.Prepare maintenance and repair reports and other reports as neededDevelops, documents and routinely audit departmental standard operating procedures inclusive to housekeeping, maintenance and operational activities Emergency Management (10%):Provide 24/7 emergency on-call service that includes providing remote or onsite support in the event of an emergency situationSend out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergencyParticipate in overnight stays during a shelter in place situations or inclement weather such as snowstorms and hurricanesLead the set-up of sleeping accommodations for emergency shelter in place or overnight stay events including management of cot and sleeping bag distribution and collection, signage, communications; as well as, assigning and preparing approved sleeping quartersIn preparation for snow and ice events ensure the proper amount of snow removal and ice management supplies are onsiteIn response to snow and ice events manage snow and ice removal efforts to ensure all outdoor and indoor spaces are well maintained and hazard freeSend out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency Exemplifies the ASPCA’s Core Values:Has Commitment and dedication to improving the lives of animalsDemonstrates Ownership and feels responsible for outcomesBelieves in Team – that we are stronger togetherSeeks to Elevate others and reimagine what is possibleFocuses on Impact, specifically making change for animals Compensation and benefits: Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future. The target hiring range for this role is $76,000-$81,000. For more information on our benefits offerings, click here. Stay Connected – Join Our Talent Community If you are interested in joining our team but do not see a position listed that fits your experience or interests, please visit our website to join our Talent Community and stay connected to future opportunities with the ASPCA. Qualifications and Work Experience: Minimum of five years’ practical experience in the field of Facilities Management with direct oversight of housekeeping operations, Repairs & Maintenance (Required)Minimum of five years’ experience managing housekeeping and repairs and maintenance staff (Required)Experience working supervising union staff (Preferred)Experience managing facilities operations in health care and/ or animal shelter setting (Preferred)Experience managing facilities operations in corporate setting (Required)Experience managing facilities operations in health care and/ or animal shelter setting (Preferred)Intermediate computer skills, including the use of Microsoft Suite (Required)Experience using a computerized maintenance management system (CMMS) program such as Hippo CMMS (Preferred)Experience using a building management system (BMS) program such as ABM (Preferred)Knowledge of building systems inclusive of HVAC, elevators, fire systems, basic plumbing and electrical (Required)Knowledge governing codes and rules for building compliance (Required)Highly organized and detail-oriented with emphasis on time management (Required)Able to effectively communicate professionally in both written and verbal forms with all levels of staff and members of the public (Required)Able to work well independently and as a member of a team with a neat appearance and a respectful attitude (Required)Take initiative and be proactive (Required)Ability and desire to learn (Required)Willingness to travel among New York City ASPCA locations as needed (Required)Must be able to lift a minimum of 50 lbs. (Preferred)Ability to read floor plans and blueprints (Preferred) Education:Bachelor's degree or Trade School diploma in a concentration related to Facilities Operations (Preferred) Training, Certificates of Fitness and Licensing Requirements: (Will need to obtain within 90-120 days)Driver’s License (Required)OSHA General Industry 30-hour certificate (Preferred)S-12 City Wide Sprinkler Systems Certificate of Fitness (Required)F-01 City Wide Fire Guard for Impairment Certificate of Fitness (Preferred)S-95 Supervision of Fire Alarm Systems Certificates of Fitness (Required)F-07 Fire and Emergency Drill Conductor Certificate of Fitness (Required)G-46 Storage, Handling, Use and Refilling of Non-Flammable Compressed Gas Certificate of Fitness (Preferred)G-71 – Supervision of Piped Non-Flammable Medical Gases (Required)C-92 Supervision of Flammable/combustible Liquids (Preferred)A-35 To operate and maintain air compressors (Preferred)Able to obtain Certificates of Fitness – Referencing to Training/Licensing Requirements Qualifications:See above for qualifications details. Language:English (Required), Spanish Education and Work Experience:High School Diploma (Required) Our EEO Policy: The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process. Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances. ASPCA is an Equal Opportunity Employer (M/F/D/V). Our EEO Policy:The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances. Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process. Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances. ASPCA is an Equal Opportunity Employer (M/F/D/V). About Us:The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more tha