Job title: Director of Facilities Reports to: Sr. Director of ProgramsFLSA Status: Exempt / Full TimeDate Issued: January 2023POSITION SUMMARY:The Director of Facilities is the buildings, grounds, equipment, and all site facility managers. The Director of Facilities also oversees the maintenance and repair of the physical plant. The facility director works with various people, including architects, engineers, contractors, and vendors. The Director of Facilities is responsible for the supervision of the facility managers and housekeeping staff. Ensure the resident/shelter is operating efficiently, building maintenance is satisfactory, and facility equipment is in good repair. This position serves as the primary liaison between Facilities Management and various city and state officials.
The job's essential functions include, but are not limited to, the duties listed in the job description.
ESSENTIAL JOB FUNCTIONS: Through the employee's own efforts, the employee accomplishes the following essential functions:- Responsible for supervision and training of the facility managers and housekeeping staff.
- Schedule work assignments and prioritize repairs and other maintenance needs for the building.
- Provides instruction for staff in performing maintenance and repair functions.
- Supervises and verifies satisfactory completion of all ongoing maintenance requirements (i.e. painting, waxing, snow removal, garbage disposal, landscape, watering, etc.)
- Ensure that building systems are fully and properly inspected in accordance with all applicable regulations and codes, "city and state".
- Reports hazards and unusual events or incidents to the Director of Programs. Comply with incident reporting procedures.
- Reports, records, and assigns all work orders.
- Develop and maintain accurate and detailed inventory control records.
- Assists clients moving in and out shelter if needed.
- Perform carpentry, plumbing, and electrical tasks upon approval of the supervisor and within Building code requirements.
- Prepares scopes of work for all large projects.
- Adhere to all Occupational Safety and Health Administration. (OSHA) requirements.
- Review bids for inventory and equipment purchasing; ensuring cost reductions and top-quality products.
- follow purchasing procedures for staff and management, adhere to purchasing requirements, authorization and approvals, and product usage.
- Responsible for all administrative functions; scheduling work assignments and shift schedules; tracking time off; recording payroll; etc.
- Supervision of facility managers. 90-day evaluation and yearly evaluation.
- Supervise and coordinate daily activities of maintenance staff (10+ employees).
- Perform and oversee maintenance tasks including painting, plumbing, electrical, HVAC, and boiler systems.
- Ensure proper operation and maintenance of sprinkler standpipe systems.
- Read and interpret building plans, vendor contracts, and technical manuals.
- Manage maintenance projects from planning through completion, ensuring deadlines and budgets are met.
- Maintain accurate inventory using Lighthouse and Clearly Inventory systems.
- Respond promptly to emergency maintenance requests.
- Ensure compliance with safety standards and certifications.
- Communicate effectively with staff, vendors, and management.
- Provide quality services and excellent customer services to employees, guests, and clients of HPCDC.
- Use excellent interpersonal and communication skills, with the ability to interact effectively with people of various social economic levels, demographics, and cultures.
- Consistently respond to client and employee grievances positively, role-modeling effective problem-resolution skills while helping them resolve concerns in a non-judgmental, non-condescending manner.
- Prevent and diffuse conflict by employing non-defensive communication skills. Ie.) Avoid making judgments without having all of the facts, ask open-ended questions, and keep an open posture and neutral facial expressions when communicating).
- Represent HPCDC in a professional manner when communicating via phone, walkie-talkie, email, and other means, through respectful etiquette, a positive attitude, and a positive "tone of voice".
- Abstain from the use of profanity or loud language near the public, employees, and clients.
- Maintain the confidentiality of clients and employees, only disclosing information learned through the course of the job to those who need to know. Ie) Do not talk openly and in public about clients.
- Employ effective interpersonal and communication skills (verbal, non-verbal, listening, and writing) that optimize safety, diffuse, or mitigate conflict, and maintain the integrity of the clients, coworkers, and employees.
- Additional job functions:
- Adhere to all policies and procedures, including those prescribed in the Highland Park CDC Employee Handbook.
- Accurately record time worked in the timekeeping system and submit payroll records in a timely manner.
- Submit requested correspondence and policy acknowledgments to your supervisor, human resources, accounting, and others as needed.
- Participates in ongoing staff training, skill development, and mandatory meetings.
- Assist in the training and mentoring of other porters as needed.
- Distribute inventory supplies according to procedures.
- Perform other job duties and special projects assigned by management.
COMPETENCIES:To perform the job successfully, an individual demonstrates the following competencies.- Customer Service Orientation & Conflict Resolution: Manages difficult or emotional situations with internal and external stakeholders. Responds promptly to client needs; Response to requests for service and assistance. Maintains and communicates in a positive, non-condescending manner to others. Leverages interpersonal skills such as empathy to minimize and mitigate conflict. Helps others resolve complex or sensitive disagreements and conflicts. Manages oneself and emotions to diffuse conflict
- Dependability: Can be depended upon to consistently provide a safe environment by reporting to work as scheduled and avoiding excessive absenteeism/tardiness. Adheres to policies in the HPCDC Handbook for deviating from schedules and absences. Responds to management directions takes responsibility for own actions and keeps commitments.
- Safety Focus: Adheres to all workplace and trade safety laws, regulations, standards, and practices. Proactively takes steps to maximize safety.
- Communication: Communicate effectively with co-workers, clients and employees, law enforcement, and guests during emergency situations. Effectively express oneself orally, non-verbally, and in writing, tailoring the content of speech to the audience and using proper English sentence structure, punctuation, and grammar. Ability to listen, receive, understand, and carry written and verbal orders. Ability to communicate effectively when preparing reports, logs, and the use of radio communications including appropriate channels and basic radio communication codes.
- Problem-Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason when dealing with emotional topics.
- Adaptability & Flexibility: Adapting to and working with a variety of situations, individuals, and groups. Openness to different and new ways of doing things; willingness to modify one's preferred way of doing things.
- Interpersonal Skills and Teamwork - Understands the needs and wants of the organization, customers, co-workers, and supervisors to provide accurate, complete, and timely service and further the organization's mission, values, and goals. Gets along and interacts positively with co-workers and others; understands and relates to others.
- Ethics: Treats people with respect: Inspires the trust of others; Works with integrity and ethics; Role models and upholds organizational values.
QUALIFICATIONS:To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. - Minimum Required Education & Experience:
- HS Diploma or GED required.
- Minimum of 5 years of maintenance experience including painting.
- Experience working with boilers, HVAC systems, plumbing, and electrical systems, and usage of hand and power tools required.
- NY Driver's License
- Proficient in computer software programs (Word, Excel, Outlook)
- Knowledge of Lighthouse and Clearly Inventory is preferred.
- F - 80 certifications
- F-89 Certification
- Sprinkler standpipe certification
- CPR/First aid for adult child and infant
- Ability to read building plans, vendor contracts.
- Clear written and verbal communication skills.
- Prior supervisor experience of 10+ staff.
- Strong Project management skills
- Preferred Education & Experience:
- Demonstrated knowledge, experience, or capacity to work with homeless families/individuals and/ or disadvantaged populations.
- CPR / First Aid Certification
- English/Spanish speaking.
- Computer Skills:
- Basic computer skills needed for composing emails on Microsoft applications, accessing the HR information system and accessing the device, and composing correspondence.
GENERAL PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:- GENERAL WORKING HOURS:
- Shifts vary and may change to include overnight shifts, days, evenings, and weekends.
- Shift may be revolving at times for coverage.
- WORKING FROM HOME:
- All essential functions of this job cannot be completed working from home.
- TRAVEL:
- May be required to travel about 50% of the time to purchase items or to attend training, site locations, Manhattan, Brooklyn and the Bronx
- PHYSICAL REQUIREMENTS:
- The physical activity of the Director of Facilities is:
- Stooping: Bending body downward and forward by bending the spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
- Kneeling: Bending legs at the knee to come to rest on the knee or knees.
- Crouching: Bending the body downward and forward by bending the leg and spine.
- Reaching. Extending hand(s) and arm(s) in any direction.
- Walking. Moves about on foot to accomplish tasks, and has the ability to navigate from one location to another.
- Standing: Remaining upright on the feet, particularly for sustained periods of time.
- Lifting. Must raise objects from a lower to a higher position or move objects horizontally from position to-to-position.
- Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with whole hand or arm as in handling. Ability to use the phone to write reports, and notes and document compliance with work orders.
- Grasping: Applying pressure to an object with the fingers and palm.
- Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
- Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
- Feeling. Must be able to perceive attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips. Assesses potential safety threats, such as exposure to chemicals and heat from malfunctioning equipment.
- Physical requirements for the Porter.
- Heavy work: Exerting up to 100 pounds of force occasionally (ie. for garbage collection and disposal), and/or up to 50 pounds of forcefrequently, and/or up to 20 pounds of force constantly to move objects.
- The Director of Facilities will be subject to the following conditions in this position:
- The worker is mostly subject to inside environmental conditions, protected from weather conditions but not necessarily from temperature changes.
- The worker may be required to work outside for snow removal and landscaping.
- The worker is subject to hazards: Including a variety of physical conditions, such as proximity to individuals with unpredictable mental health status and temperament.
- The worker is subject to outside environmental conditions occasionally to keep outside of the facility clean and to dispose of garbage as well as receiving deliveries of appliances, furniture, etc.
The physical demands described here are representative of those that must be met by an employee to successfully perform the Essential Functions. Reasonable accommodations may be made upon an em
