Assistant Director of Properties

The Assistant Director of Properties will assist HeartShare St. Vincents Services efforts in maintaining safe compliant and welcoming facilities. The Assistant Director of Properties plays a pivotal role in helping to oversee the safety aesthetics and functionality of our facilities ensuring they provide a secure and inviting atmosphere for program participants and staff. This role requires strong communication skills regulatory expertise and proficiency in utilizing an automated facilities management system (TheWorxHub) to manage work requests preventative maintenance assets and other facility related matters. The Assistant Director of Properties will also need to be available on-call to address facility-related emergencies

Facilities Management and Compliance:

• Assist in oversight for all owned and leased facilities to ensure physical safety and compliance with federal state and city regulations.
• Collaborate with the Director of Facilities/Contracts on various small capital projects involving architects contractors vendors and regulatory authorities to ensure all leased facilities meet and exceed required standards.
• Strong knowledge of building systems maintenance techniques and regulatory requirements
• Participate in Professional Development Trainings.
• Coordinate local law and regulatory inspections and compliance.
• Coordinate the resolution of system related deficiencies (fire sprinkler etc).
• Review internal and external audit reports for immediate follow up and correction of critical facility related findings.

Staff Recruitment Training and Development

• Will lead the recruitment effort for vacant position under their supervision working closely with Human Resources.
• Scheduling staff for required/mandatory and professional development trainings.
• Providing regularly scheduled individual supervision with staff
• Maintaining off hour coverage schedules.

Fire & Life Safety Director for HSVS Headquarters (FDNY COF FLSD F-89)

• Train new members of the Fire/Life Safety Team. Schedule semi-annual trainings of the Fire Life Safety Team i.e. Floor Wardens Evacuation Supervisors Brigade etc.
• Conduct quarterly fire drills and record the results.
• Ensure all signage applicable is posted throughout the facility.
• Review the Fire Safety/Emergency Action Plan (FS/EAP) and make recommendations to update the information as needed

Vendor management:

• Coordinate maintenance and repairs performed by external vendors keeping all relevant parties informed through email phone calls calendar invites work order updates etc.
• Oversee the procurement of centralized equipment tools PPE health and safety supplies and services necessary for facility maintenance and operations.
• Monitor expenses and identify opportunities for cost savings.
• Develop and maintain excellent relationships with vendors identify new vendors when necessary.
• Familiarity with existing vendor service agreements to ensure the agency is not overcharged for any covered parts and/or labor.
• Obtain quotes/ proposal requests proof of service provision invoice review of completed work.

Violation Resolution

• Cure site violations and assist with obtaining the certificate of corrections.

Safety and Emergency Response:

• Maintain cell phone contact on evenings and weekends as needed for emergency response. This may include going to the site of the emergency for management of the issue.
• Maintain ongoing communication during emergencies until the situation is fully stabilized ensuring timely updates to all relevant parties.
• Ensure physical plant safety protocols to safeguard the well-being of residents program participants staff and visitors.

Preventative Maintenance:

• In collaboration with the Director of Facilities and Contracts develop and implement a proactive preventive maintenance plan to ensure the proper upkeep of equipment building systems and structures minimizing downtime and addressing issues before they escalate.
• Conduct regular facility inspections document findings in the WorxHub system and promptly notify appropriate parties of any issues requiring attention to ensure timely resolution and maintain operational safety.

Overall Administration of the Worx Hub System

• Utilize an automated facilities management system (TheWorxHub) to manage work requests track maintenance tasks and log preventative maintenance needs through scheduled work orders.
• Ensure that if no approved work order is issued that work does not commence with the exception of emergency situations.
• Record work order progress in TheWorxHub system on assigned work order requests maintenance and completions as required by submitting detailed descriptions and photos including routine maintenance schedules and project progress reports.
• Conduct Worx Hub training for new users.
• Maintain all WorxHub settings i.e. pick list users templates recurring & scheduled work orders.
• Manage Agency facility related assets in the WorxHub.
• Translate policy and procedures into the WorxHub Collaboration and Communication:
• Maintain clear communication with staff residents and external stakeholders regarding facility matters

Primary Responsibilities and Essential Functions of Position:

• In addition to responsibilities below performs all other duties as assigned.
• Uses positive approaches when handling difficult situations. Avoids gossip and negative discussions. Remains flexible and adapts to change.
• Serves as role model for program participants. Abides by dress code. Conducts self in a professional manner at all times.
• Remains sensitive and responsive to cultural differences of program participants and staff.
• Participates in in-service trainings and on-site workshops as required for professional growth and development. Attends external trainings and workshops at direction of management.
• Represents the organization both within and outside of the work environment in a manner that promotes the mission vision and values of the agency. Personally adheres to organizational mission vision and values in addition to all other agency policies and procedures.

Minimum Requirements

High school diploma or GED. Preferred bachelors degree with 5 years experience

Requirement

• Minimum of 5 years of progressive facilities management experience ideally in a nonprofit or healthcare setting.
• Demonstrated leadership skills with a track record of successfully managing teams and fostering a positive work culture.
• Thorough knowledge of building codes ADA regulations safety standards state/city regulations as well as general knowledge of all construction trade types.
• Proficiency in utilizing automated facilities management systems such as TheWorxHub for work order tracking preventive maintenance & asset management.
• Excellent communication and interpersonal skills with the ability to collaborate effectively with diverse stakeholders.
• Cost-effective solutions with high-quality outcomes.
• Strong organizational and problem-solving abilities with meticulous attention to detail
• Demonstrated proficiency in general building trades including carpentry plumbing painting electrical mechanical systems and basic HVAC maintenance.
• Must have reliable transportation and a valid drivers license; ability to travel between multiple sites as needed.

Benefits:

• Salary Range: $75000 - $80000
• Paid time off (holidays vacation sick and personal)
• Professional Development opportunities
• Team Environment
• Employer paid life insurance policy
• Medical dental and vision plans
• Optional insurance (life disability etc.)
• 403(B) retirement plans
• Flexible spending account (medical parking and transit)
• Employee assistance program (EAP)

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process please reach out to

About HeartShare
Who WE ARE:
For over one hundred years HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team now 2100 employees and growing helps individuals develop to their fullest potential and lead meaningful and enriched lives. To learn more about HeartShare please visit our website at or follow us on Twitter LinkedIn YouTube Instagram Facebook