PM Facilities Manager

Responsibilities include but are not limited to:

• Oversee and manage daily operations, maintenance, and housekeeping efforts of assigned ASPCA locations including but not limited including but not limited to" animal spaces, public spaces, outdoor spaces, conference rooms, public and general areas, etc.
• Conducts routine site tours of the 520 8th Avenue and 266 W 37th Street 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.

• 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

• 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 onboarding 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 onboarding 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

• 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

• 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

Exemplifies 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

Qualifications and Work Experience:

• Minimum of five years' practical experience in the field of Facilities Management with direct oversight of housekeeping operations, Repairs & Maintenance (Required)
• Minimum of five years' experience managing housekeeping and repairs and maintenance staff (Required)
• Experience working supervising union staff (Preferred)
• Experience managing facilities operations in health care and/ or animal shelter setting (Preferred)
• Experience managing facilities operations in corporate setting (Required)
• Experience managing facilities operations in health care and/ or animal shelter setting (Preferred)
• Intermediate computer skills, including the use of Microsoft Suite (Required)
• Experience using a computerized maintenance management system (CMMS) program such as Hippo CMMS (Preferred)
• Experience using a building management system (BMS) program such as ABM (Preferred)
• Knowledge of building systems inclusive of HVAC, elevators, fire systems, basic plumbing and electrical (Required)
• Knowledge governing codes and rules for building compliance (Required)
• Highly organized and detail-oriented with emphasis on time management (Required)
• Able to effectively communicate professionally in both written and verbal forms with all levels of staff and members of the public (Required)
• Able to work well independently and as a member of a team with a neat appearance and a respectful attitude (Required)
• Take initiative and be proactive (Required)
• Ability and desire to learn (Required)
• Willingness to travel among New York City ASPCA locations as needed (Required)
• Must be able to lift a minimum of 50 lbs. (Preferred)
• Ability to read floor plans and blueprints (Preferred)

Education:

• High school diploma (HSD) or its equivalency (Required)