Facilities Manager

Arab American Family Support Center Brooklyn, NY $58500.00 per year
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 JOB TITLE: Facilities Manager

EMPLOYMENT TYPE: Full-Time

REPORTS TO:  Senior Operations Manager

LOCATION: City-Wide

 

ABOUT AAFSC:

The Arab-American Family Support Center (AAFSC) is a non-profit, non-sectarian organization established in 1994 to provide culturally and linguistically competent, trauma-informed social services. Across our eight locations, we empower immigrants and refugees with the tools they need to successfully acclimate to the world around them and become active participants in the community. While we support anyone who walks through our doors, over nearly 27 years, we have developed expertise in serving the Arab, Middle Eastern, Muslim, and South Asian (AMEMSA) immigrant and refugee communities.

 

AAFSC works across four priority areas—Promote, Get Ready, Prevent, and Communicate—to achieve our ultimate goal of strengthening families. AAFSC promotes mental and physical wellbeing, food security, healthy relationships, and family reunification. We get our families ready to succeed, work, and lead productive lives. We prevent domestic violence, child abuse, and neglect by counseling families, offering case management services to victims of violence, and cultivating healthy relationship skills in young people. Finally, AAFSC communicates the needs of the marginalized, amplifying their voices for increased impact.

 

JOB SUMMARY:

The Facilities Manager is a core member of the Operations team and works closely with the Senior Operations Manager to oversee all aspects of the maintenance of AAFSC’s five building spaces and their associated equipment and materials. Two offices are in Brooklyn, two offices are co-located in Queens, and one office is in the Bronx.  

 

The ideal candidate is expected to be a passionate professional, capable of wearing multiple hats and possess solids experience in handling a wide range of administrative and executive support related tasks. The ability to work independently is a must, combined with being well organized, flexible and enjoy addressing administrative challenges that often comes with supporting a dynamic and diverse workplace. Finally, you must be able to exercise discretion while always maintaining a high degree of confidentiality. A commitment to immigrant, refugee, and low-income communities is essential for success in this role.

 

DUTIES & RESPONSIBILITIES:

Facilities management:

  • Supervise assigned facilities staff and contractors, including regular review of their performance and monitoring of work on-site.
  • Ensure each facility is maintained to a high standard, including full compliance with codes/regulations, health, and safety requirements.
  • Establish and follow a streamlined work order request process. Keep all individuals up to date with the status of work order requests.
  • Ensure buildings and grounds are properly cleaned, neatly maintained, and orderly. Liaise with property management at each site as needed.
  • Perform or assist in snow and ice removals across facilities as required.
  • Assist with the coordination and supervision of work with contractors, including general building, mechanical and electrical, fire alarm systems, lift maintenance, pest control, security systems, emergency light testing & inspections, waste management, utilities, and any other maintenance requests.
  • Closely monitor all procedures and completion of work related to periodic maintenance, servicing, and inspection of equipment including HVAC, plumbing fixtures, sewage systems, electrical fixtures and circuitry, pumps, motors, elevators, related instruments/controls, etc.
  • Maintain off-site storage spaces including inventory and transportation of items to & from storage spaces.
  • Maintain stock and inventory of cleaning and janitorial supplies, and any other supplies needed for AAFSC offices or programs. This may include traveling to procure items as well as travelling between sites.
  • Prepare and maintain a maintenance schedule that anticipates and incorporates future developments with the building’s infrastructure, finishes, fixtures, and décor.
  • Collaborate with IT contractor to ensure optimum performance of all IT systems and hardware, including telephones.
  • Ensure completion of ongoing regular maintenance, such as changing HVAC filters and light bulbs; minor plumbing, electrical, and carpentry projects; minor emergency repairs, etc.
  • Inventory and monitor Furniture, Fixtures, and Equipment (FF&E) across each office, and make recommendations on repairs, replacements, upgrades., or assembly.

 

 

Project management:

  • Assist with management of capital projects, timelines, and budgets.
  • Assist with response, recovery and remediation efforts to operational emergencies while providing clear and timely updates to executive staff.
  • Collaborate with the Senior Operations Manager and Deputy Director, Administration to ensure appropriate space allocation and future space planning.
  • Research and stay up to date on all relevant NYC building laws and regulations.
  • Fulfill requests for meeting room or event set-up, such as moving and arranging tables, chairs, lecterns, risers, etc.
  • Assist with vendor relationships, including maintaining a resource list for vendors’ contact information.
  • Organize calendar with due dates for maintenance schedules, events, supply/pantry replenishment, deadlines for invoice preparations, and submissions.
  • Maintain list of actionable items and follow up to make sure tasks/items are done in a timely manner.
  • Ensure that confidential records are maintained in accordance with standard operating procedures.
  • Prepare Power Point presentations and present to internal and external audiences on progress made at various facilities.
  • Work with senior leadership to ensure that staff recommendations for improvements are implemented in a timely manner.
  • Ensure that cost savings measures are implemented at all facilities.
  • Collect bids as needed.  
  • Participate in departmental and building-wide meetings as requested.
  • Serve as backup to the Senior Operations Manager during vacation, sick leave or when otherwise unavailable.
  • Support with walk-in clients, as appropriate and needed, including ensuring that clients’ intake information is submitted to designated staff and processed in a timely and confidential manner.
  • Perform other duties as assigned.

 

AMBASSADOR & CHAMPION

·         Every AAFSC team member serves as an ambassador of the organization and champion of AAFSC’s mission, vision and values. This includes the following:

o   Cultivate relationships on behalf of and in support of the organization in partnership with Senior Leadership and the Resource Development team. This includes being sensitive to and aware of others, providing every client, partner and participant with high-quality service, professional communication, and follow through, and always keeping Senior Leadership and the Resource Development team aware of any opportunities, challenges, or updates (verbally and in writing).  

o   All team members are expected to support the Resource Development team with any requests in a timely manner, including, but not limited to: grant applications, reports, attendance at meetings, hearings, or other events, and sharing of AAFSC social media, flyers, and other externally-facing communications.

    • Demonstrate a willingness to respond to evolving community needs, including, but not limited to, making referrals in light of community needs, supporting with the development of and implementation of new initiatives or programming, and, raising awareness of new or evolving needs.  

o   Always act with integrity, positivity, dedication, and professionalism within the office and externally. This includes, but is not limited to, email communication, verbal communication, communication with colleagues and peers, communication with clients, or communication with external partners or agencies.

 

QUALIFICATIONS AND QUALITIES OF OUR IDEAL CANDIDATE: ​

·         Bachelor’s degree preferred; high school degree or equivalency required.

·         Minimum of five years of experiencing managing facilities.

·         At least two years of supervisory experience.

  • Superior people skills in a customer service environment.

·         Highly organized and ability to work both independently and collaboratively.

·         Result-oriented with a “can do” attitude.

·         Ability to communicate clearly in both written and verbal form and relate effectively to others at all levels in the organization.

·         Must be able to maintain full confidentiality of any and all conversations, data records, files and other information where access is limited.

·         Ability to adapt, self-manage, and to prioritize between and manage multiple demands.

·         Must respect and follow organizational policies, including leading by example.

·         Must use TimeClock Plus app to accurately record time worked.  

·         An earned reputation for being trustworthy, with excellent judgment and discretion.

  • Proficiency in Microsoft Office Suite required.
  • Ability to operate in a flexible manner and adapt to changing circumstances.
  • Experience in a variety of trades relevant to general building functions including carpentry, plumbing, electrical, HVAC, and mechanical; or equivalent combination of education and experience. Knowledge of building materials and methods.
  • Experience in procurement with strong negotiation skills.
  • Experience with Fire/Life Safety & Security Systems.
  • Experience in planning maintenance operations.
  • Competent in problem solving, team building, planning and decision making
  • Knowledge of general maintenance methods, operating requirements, and safety precautions related to facilities management.
  • Ability to work evenings, weekends, and holidays with occasional need to work 6 days per week.
  • Valid and current driver’s license with access to vehicle to procure and transport items between offices (will be reimbursed for work related mileage).
  • Job contingent on pre-employment background check and fingerprint clearance.
  • U.S. Work Authorization is required.

 

Physical Requirements: While performing the duties of this job, the employee is regularly required to communicate in person, on the telephone, and electronically. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position frequently lifts, carries, or otherwise moves and positions objects weighing up to 50 pounds and may walk as much 2 to 4 miles using stairs. Prolonged periods in fast paced, dynamic environments.

 

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.

Arab American Family Support Center is an EEO employer - M/F/Vets/Disabled
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