ASPCA
Summary:
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 standards Manage and enforce compliance with site safety programs Create 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 manner Manage contractors who perform preventive maintenance and approved repair work to have all work completed at a time most convenient for program and building operations Manage work activities in unison with program operations, including meeting and special event set-ups and breakdowns Investigate, remedy, and respond to complaints/ concerns surrounding facilities related issues Monitor essential building systems to ensure they are operating correctly and efficiently
Such 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 failures Request proposals for outsourced work and provide support with open bidding, request for proposal and request for information activities Lead or provide support with project management activities inclusive to scope of work development, project planning, project oversight and communications Routinely evaluate department tools and equipment to ensure they are functioning efficiently and to determine the need for replacement Participate in identifying capital projects and purchases as a part of an annual exercise to identify new needs for next year's budget Prepare 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 log Manage 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 Management Understand 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 performance Enforce all governing policies evenly across direct reports and leading progressive disciplinary action as needed Perform duties associated with being a time tracking coordinator Prepare for and facilitate a daily check-in meeting and monthly facilities union team meetings Lead 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 members Conduct 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 concerns Facilitate 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 functions Assigning direct reports to a routine assignment, and projects Create and maintain staff schedules, ensuring operational needs are being met Assess individual and team performance providing effective feedback, expertise, and motivation to team members individually and as a whole Ensure effective cross-training of staff Identify and implement training and growth opportunities for team members Develop, manage, and participate in team-building activities Utilize and develop management tools and resources Support and participate in management initiatives Administrative (15%): Utilize and manage the work order system Manage 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 approval Manage 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 needed Support 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 necessary Track and ensure COI compliance of approved vendors Liaise 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 needed Develops, 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 situation Send out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency Participate in overnight stays during a shelter in place situations or inclement weather such as snowstorms and hurricanes Lead 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 quarters In preparation for snow and ice events ensure the proper amount of snow removal and ice management supplies are onsite In response to snow and ice events manage snow and ice removal efforts to ensure all outdoor and indoor spaces are well maintained and hazard free Send out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency Exemplify the ASPCA's Core Values: Has Commitment and dedication to improving the lives of animals Demonstrates Ownership and feels responsible for outcomes Believes in Team - that we are stronger together Seeks to Elevate others and reimagine what is possible Focuses 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.
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 standards Manage and enforce compliance with site safety programs Create 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 manner Manage contractors who perform preventive maintenance and approved repair work to have all work completed at a time most convenient for program and building operations Manage work activities in unison with program operations, including meeting and special event set-ups and breakdowns Investigate, remedy, and respond to complaints/ concerns surrounding facilities related issues Monitor essential building systems to ensure they are operating correctly and efficiently
Such 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 failures Request proposals for outsourced work and provide support with open bidding, request for proposal and request for information activities Lead or provide support with project management activities inclusive to scope of work development, project planning, project oversight and communications Routinely evaluate department tools and equipment to ensure they are functioning efficiently and to determine the need for replacement Participate in identifying capital projects and purchases as a part of an annual exercise to identify new needs for next year's budget Prepare 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 log Manage 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 Management Understand 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 performance Enforce all governing policies evenly across direct reports and leading progressive disciplinary action as needed Perform duties associated with being a time tracking coordinator Prepare for and facilitate a daily check-in meeting and monthly facilities union team meetings Lead 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 members Conduct 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 concerns Facilitate 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 functions Assigning direct reports to a routine assignment, and projects Create and maintain staff schedules, ensuring operational needs are being met Assess individual and team performance providing effective feedback, expertise, and motivation to team members individually and as a whole Ensure effective cross-training of staff Identify and implement training and growth opportunities for team members Develop, manage, and participate in team-building activities Utilize and develop management tools and resources Support and participate in management initiatives Administrative (15%): Utilize and manage the work order system Manage 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 approval Manage 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 needed Support 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 necessary Track and ensure COI compliance of approved vendors Liaise 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 needed Develops, 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 situation Send out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency Participate in overnight stays during a shelter in place situations or inclement weather such as snowstorms and hurricanes Lead 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 quarters In preparation for snow and ice events ensure the proper amount of snow removal and ice management supplies are onsite In response to snow and ice events manage snow and ice removal efforts to ensure all outdoor and indoor spaces are well maintained and hazard free Send out communications to all stakeholders to keep them informed on the status and corrective actions being taken in an emergency Exemplify the ASPCA's Core Values: Has Commitment and dedication to improving the lives of animals Demonstrates Ownership and feels responsible for outcomes Believes in Team - that we are stronger together Seeks to Elevate others and reimagine what is possible Focuses 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.