PM Manager, Facilities

Please make sure to attach your resume to complete your application.

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 will have a set schedule of Sunday-Thursday, 3pm-11pm and must be willing to sometimes work a flexible schedule.  This role requires to participate in on- call duties to respond to emergencies.

Responsibilities:

Responsibilities include but are not limited to:

Management and Oversight of Housekeeping (30%):

  • 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.

Management and Oversight of Repairs, Maintenance & Special Events (30%):

  • 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 (20%):

  • 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

Administrative (30%):

  • 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
  • Develop, document and routinely audit departmental standard operating procedures inclusive to housekeeping, maintenance and operational activities

Emergency Management (5%):

  • 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

Education:

  • High school diploma (HSD) or its equivalency (Required)
  • Bachelor's degree or Trade School diploma in a concentration related to Facilities Operations (Preferred)

Training, Certificates of Fitness and Licensing Requirements

(Will need to obtain within 90-120 days)

  • OSHA General Industry 30-hour certificate (Preferred)
  • S-12 City Wide Sprinkler Systems Certificate of Fitness (Required)
  • F-01 City Wide Fire Guard for Impairment Certificate of Fitness (Preferred)
  • S-95 Supervision of Fire Alarm Systems Certificates of Fitness (Required)
  • F-07 Fire and Emergency Drill Conductor Certificate of Fitness (Required)
  • G-46 Storage, Handling, Use and Refilling of Non-Flammable Compressed Gas Certificate of Fitness (Preferred)
  • G-71 – Supervision of Piped Non-Flammable Medical Gases (Required)
  • C-92 Supervision of Flammable/combustible Liquids (Preferred)
  • A-35 To operate and maintain air compressors (Preferred)
  • Able to obtain Certificates of Fitness – Referencing to Training/Licensing Requirements

Qualifications:

Ability to lift 50+ lbs, Ability to read building plans, Able to communicate, both written and verbally with staff at all levels and members of the public, Able to work well as a team member with a neat appearance and a respectful attitude, Experience in a health care setting strongly preferred, Experience using a Computer Maintenance Management System (CMMS), Experience with commercial heating, ventilation and air conditioning operation, maintenance and repair, High level of organization and attention to detail, Highly organized with emphasis on time management, Knowledge of Building Management, Facilities and Construction management preferred, Knowledge of Microsoft Office including Word, Excel, PowerPoint, Motivated self-starter with a strong desire to learn, Must provide a valid NY driver’s license upon hire and pass a motor vehicle history check demonstrating a safe driving history., Take initiative and be proactive, Willingness to travel among New York City sites on a regular basis

  

Language:

English (Required), Spanish (Required)

Education and Work Experience:

Bachelors, High School Diploma (Required)

  

Experience managing facilities operations in corporate setting, Experience managing facilities operations in health care and/ or animal shelter setting, Experience using a building management system (BMS) program such as ABM, Experience using a computerized maintenance management system (CMMS) program such as Hippo CMMS, Experience working supervising union staff, Minimum of five years’ experience managing housekeeping and repairs and maintenance staff, Minimum of five years’ practical experience in the field of Facilities Management with direct oversight of housekeeping operations, Repairs & Maintenance

COVID Statement:
The ASPCA strives to maintain a COVID-free workplace. To that end, being fully vaccinated is a condition of employment for all ASPCA employees, including new hires, except where prohibited by applicable state or local law. The ASPCA makes reasonable accommodations for qualified applicants with disabilities or sincerely held religious beliefs that prohibit a person from being vaccinated.

Our EEO Policy:

The ASPCA is an Equal Employment Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws.  A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA.  Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status,  or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

Please don’t forget to attach your resume to complete your application.

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.