Salary: $90,000/year - $110,000/yearPosition SummaryThe Assistant Director of Facilities supports the Director of Facilities and Real Estate Operations in overseeing facilities operations and capital projects across Children's Aid's portfolio of more than 40 sites. This role is responsible for planning and managing repair, renovation, construction, emergency response, equipment replacement, and site improvement projects, including new site buildouts, relocations, and facility decommissioning. The Assistant Director partners closely with program leadership, compliance, Information Technology, finance, and external vendors to ensure projects are completed safely, on schedule, within budget, and in compliance with organizational and regulatory requirements. This position also provides on-site project oversight, supports inspections and project close-out activities, and serves as a representative of the Director as needed, maintaining a comprehensive understanding of facilities operations, project status, and organizational priorities.
Essential Duties and ResponsibilitiesFacilities Project Management- Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
- Manage medium- and large-scale facilities projects across Children's Aid's portfolio, including renovations, capital improvements, repairs, equipment replacements, new site buildouts, relocations, and facility decommissioning.
- Partner with program leadership and site staff to assess operational needs, develop project scopes, establish priorities, and identify facility improvements that support program operations.
- Develop project plans, schedules, budgets, dashboards, and other project management tools to monitor progress, communicate milestones, and proactively address project risks, delays, or budget variances.
- Coordinate and lead project meetings with internal stakeholders, architects, engineers, contractors, consultants, property owners, and other project partners throughout all phases of project delivery.
- Review construction drawings, specifications, scopes of work, bid packages, and contractor proposals; support the bidding process, evaluate submissions, recommend vendor selection, and administer contracts.
- Manage project budgets by reviewing cost estimates, value engineering project scopes, approving invoices, validating contractor claims, and monitoring expenditures to ensure projects remain within approved budgets.
- Oversee construction activities, ensuring work is completed safely, on schedule, within budget, and in compliance with applicable building codes, agency standards, and regulatory requirements.
- Initiate and oversee facility repair and improvement projects, including mechanical, electrical, plumbing (MEP), HVAC, carpentry, painting, security, and other building systems.
- Maintain accurate project documentation, including project tracking systems, as-built drawings, and project close-out records.
Facilities Operations & Building Systems- Conduct regular site visits to assess facility conditions, evaluate building systems, and develop collaborative relationships with site leadership and facilities staff.
- Monitor the performance and efficiency of building systems, utilities, and infrastructure, identifying opportunities to improve reliability, operational effectiveness, sustainability, and cost efficiency.
- Review applicable Department of Buildings (DOB) Local Laws and other regulatory requirements, recommending facility improvements to maintain compliance.
- Collaborate with the Facilities repair, maintenance, custodial, and compliance teams to coordinate repairs, inspections, preventative maintenance, and operational improvements across all sites.
- Maintain facilities management databases and support the collection and reporting of facilities-related data and project information.
Vendor & Contract Management- Develop and maintain productive relationships with contractors, consultants, vendors, and service providers to support successful project delivery.
- Assist in developing Requests for Proposals (RFPs), reviewing vendor contracts, and monitoring contractor performance to ensure quality, cost-effectiveness, and compliance with contractual requirements.
Collaboration & Continuous Improvement- Partner with program leadership, Finance, Information Technology, Compliance, and other departments to ensure facilities projects align with operational priorities, staffing needs, technology requirements, and organizational goals.
- Support the development of operational procedures and provide guidance to on-site facilities staff to strengthen facility management practices and improve service delivery.
- Maintain in-person collaboration as an essential function of the role.
- Perform other duties and special projects as assigned.
Minimum Qualifications- High school diploma or equivalent required; bachelor's degree in Facilities Management, Construction Management, Engineering, Architecture, Business Administration, or a related field preferred.
- Valid driver's license required.
- OSHA 30 Certification required.
- Minimum of ten (10) years of progressively responsible experience in facilities management, construction management, capital projects, or building operations.
- Minimum of seven (7) years of experience reviewing and interpreting construction drawings, architectural plans, engineering reports, specifications, and contract documents.
- Minimum of five (5) years of experience managing construction projects, contractors, vendors, and service providers, including contract administration and performance oversight.
- Minimum of five (5) years of experience developing, managing, and monitoring capital or operating project budgets of $2 million or more.
- Demonstrated experience managing multiple facilities projects simultaneously, including project planning, scheduling, budgeting, procurement, and project close-out.
- Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and PowerPoint; experience with facilities management or project management software preferred.
- Demonstrated ability to communicate effectively with executives, contractors, regulatory agencies, and cross-functional stakeholders, including negotiating contracts and managing vendor relationships.
- Demonstrated ability to analyze operational needs, solve complex facilities issues, prioritize competing demands, and lead projects in a collaborative, fast-paced environment.
- Commitment to Children's Aid's mission and dedication to maintaining safe, efficient, and high-quality facilities that support children, families, and staff.
The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.
