Assistant Director of Properties

The Assistant Director of Properties will assist Heartshare St. Vincent’s 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 (WorxHub) 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.

Essential Functions and Primary Responsibilities of Position:

• In addition to responsibilities below, performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies
• 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

Facilities Management and Compliance:

• Assist in oversight of 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 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 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 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 (WorxHub) 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 WorxHub 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 Worx Hub settings i.e., pick list, users, templates recurring & scheduled work orders.
• Manage Agency facility related assets in Worx Hub.
• Translate policy and procedures into WorxHub.

Collaboration and Communication:

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