Assistant Director of Facilities

Position Summary

The Assistant Director of Facilities: Field Operations assists HeartShares efforts in maintaining safe compliant and welcoming facilities. The Assistant Director of Facilities: Field Operations 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 both residents and program participants. This role requires strong organizational and 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 Facilities: Field Operations will need to be available on-call to address facility-related emergencies including after hours and on weekends and must have reliable transportation.

Job Responsibilities

Maintenance Team Leadership and Supervision:

• Directly supervise Maintenance staff in the field.
• Manage schedules of all Maintenance staff ensuring adequate coverage to meet the needs of the agency.
• Communicate lead mentor and manage the Maintenance staff fostering a collaborative and efficient team environment.
• Verify that all team members are adhering to safety regulations and company policies.
• Conduct safety briefings and ensure proper use of personal protective equipment (PPE).
• Set performance goals and conduct regular performance evaluations for maintenance team members.
• Conduct interviews with applicants provide training to new hires and assess their performance.
• Approve and submit employee timecards manage employee time off requests ensuring daily coverage and manage employee overtime requests through Paycom
• Speak with staff members concerning any complaints against them their performance absences lateness etc and initiate Progressive Discipline procedures based on incident review.
• Participate in Professional Development Trainings and ensure staff compliance with any mandated trainings.

Facilities Management and Compliance:

• Implement and operationalize all established maintenance procedures.
• Prioritize organize schedule and assign daily work order assignments to the appropriate staff and maintenance teams ensuring completion of tasks through oversight completion notes and pictures.
• Conduct regular onsite inspections of maintenance work to ensure quality standards are met.
• Conduct regular onsite supervision of work site practices to ensure safety identifying any potential site hazards or areas needing improvement
• When needed liaise onsite with subcontracting vendors and monitoring completion of work performed.
• Assist in oversight of all assigned facilities to ensure physical safety and compliance with state and city regulations.
• Execute repairs related to internal and external audit reports for immediate follow up and correction of critical facility related findings.

Safety and Emergency Response:

• Provides first line 24 hours response to emergency repairs at all physical plant locations as needed coordinating facility related emergencies working closely with relevant teams and authorities.
• Maintain cell phone contact on evenings and weekends as needed for emergency response.
• Ensure physical plant safety protocols to safeguard the well-being of residents program participants staff and visitors.
• Follows all Blood-borne Pathogen Control standards (gloves masks proper hand washing etc.) at all times; without exception.
• Ensure staff have and are utilizing proper Personal Protective Equipment (PPE).
• Obtain OSHA 10 hour within 6 months and OSHA approved PPE training with 3 months

Repairs and Maintenance:

• Maintain and repair residence interiors ensuring hazard prevention and compliance with applicable regulations and codes including but not limited to: handyman duties tile installation and repair floorcare toilet repair drain repair and snaking plumbing repairs electrical repairs and improvements carpentry and painting moving and assembling furniture garbage removal HVAC repair lock repair plaster repair sheetrock install and repair cabinet repair and replacement and other duties as assigned.
• Maintains and repairs residence exteriors and grounds ensuring hazard prevention and well-kept appearance as required including but not limited to: landscaping snow removal painting gutter cleaning carpentry basic masonry carpentry siding repair and other duties as assigned.
• In collaboration with facility team members develop and execute a proactive preventative maintenance plan to address needs in a timely and effective manner.
• When necessary perform physical corrections to resolve violations or deficiencies.

HeartShare Vehicle care:

• Provide care and upkeep to all vehicles assigned to field Maintenance staff; ensuring that they are free of hazardous conditions; always maintaining them in a secure and protected location and in good condition.
• Ensure vehicle log completion for all Maintenance vehicles.
• Make sure to follow all applicable state and city motor vehicle laws.
• Identify responsible drivers for violations. Persistent violations will result in Performance Discussions and possible disciplinary actions.
• Schedule and coordinate vehicle maintenance/service needs in accordance with manufacturer/lease recommendation.
• Ensure a copy of vehicle registration insurance and inspection documents are always in the vehicle.
• Ensure that parking tickets received on agency vehicles are submitted to supervisor for prompt payment.
• All HeartShare staff using company owned/leased vehicles must drive in a safe manner at all times and may be required to attend Driver Training.

HeartShare Tool care:

• Maintain and update facilities department physical inventory of assets and tools. (blowers emergency AC and Heating units tools etc.)
• Provide care and upkeep of assigned tools.
• Ensure daily proper safe storage of tools and equipment.
• Automated Facilities Management:
• Utilize an automated facilities management system (TheWorxHub) to manage work requests track maintenance tasks and log maintenance work completed on regular and 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 orders maintenance and completions as required by submitting detailed descriptions completion notes and photos; including routine maintenance schedules and project progress reports.

Purchasing and Expense Management:

• Match all purchases to related work order reviewing for accuracy to prevent waste and ensure efficient use of agency funds.
• Act as primary contact for hardware stores ensuring prompt submission of invoices for payment.
• Act as petty cash custodian for Centralized Maintenance funds following established agency petty cash policies and procedures ensuring prompt reconciliation and replenishment.

Collaboration and Communication:

• Maintain clear communication with staff residents and external stakeholders regarding facility matters.

Qualifications

• 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 (carpentry plumbing painting electrical mechanical etc.).
• Proficiency in utilizing automated facilities management systems such as TheWorxHub for work order tracking preventive maintenance & asset management.
• Excellent written communication and interpersonal skills.
• Cost-effective solutions with high-quality outcomes.
• Strong organizational and problem-solving abilities with meticulous attention to detail

Benefits:

• Rewarding Work in a team environment;
• Paid vacation sick personal days and holidays;
• 403(B) retirement plan with employer contribution;
• Health dental vision and life insurance;
• Employee Assistance Program (EAP);
• Flexible spending account (Dependent Care Medical Parking and Transit);
• Employee Appreciation Programs and Events;
• Tuition Assistance Program;
• Professional Development opportunities;
• Gympass Discount
• Verizon Wireless Discount;
• BJs Membership discount;
• Discounts on Broadway tickets movie tickets theme parks sporting events gift certificates & more.

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