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About the Role

The Assistant Director of Facilities: Day Hab Programs assists HeartShare in maintaining safe, compliant, and welcoming day habilitation facilities. This pivotal role oversees the safety, aesthetics, and functionality of facilities, ensuring a secure and inviting atmosphere. The position requires strong organizational and communication skills, trade experience, regulatory expertise, and proficiency in facilities management software.

Responsibilities

Supervise the Facilities Coordinator for Day Hab Programs.
Verify adherence to safety regulations and company policies.
Conduct safety briefings and ensure proper use of personal protective equipment (PPE).
Set performance goals and conduct regular performance evaluations for the Facilities Coordinator Day Hab Programs.
Conduct interviews with applicants, provide training to new hires, and assess their performance.
Approve and submit employee timecards, manage employee time off requests, ensuring daily coverage, and manage employee overtime requests through Paycom.
Address staff complaints, performance issues, absences, and lateness, initiating Progressive Discipline procedures.
Participate in Professional Development Trainings and ensure staff compliance with mandated trainings.
Implement and operationalize all established maintenance procedures.
Assist in oversight of all assigned day habilitation facilities to ensure physical safety and compliance with state and city regulations.
Prioritize, organize, schedule, and assign daily work order assignments to the Facilities Coordinator Day Hab Programs, ensuring timely completion.
Conduct regular onsite inspections of maintenance work to ensure quality standards are met.
Execute work orders assigned by the Vice President of Properties, coordinating resources for timely completion and quality workmanship.
Develop, implement, and continuously manage a comprehensive preventive maintenance program for all Day Habilitation locations.
Establish scheduled inspections, routine servicing, and lifecycle maintenance for building systems and equipment.
Monitor program effectiveness through work order tracking and periodic reviews.
Prepare and distribute a weekly work order report to the Vice President of Properties.
Execute and oversee all repairs, corrective actions, and maintenance activities resulting from internal and external audit reports.
Prioritize life safety, regulatory compliance, and operational risks while coordinating with maintenance staff, contractors, and program leadership.
Monitor the status of all audit-related work through completion.
Conduct regular onsite supervision of work site practices to ensure safety.
Serve as the on-site liaison for subcontracted vendors, coordinating daily activities and communicating site requirements.
Monitor progress and quality of all vendor-performed services.
Conduct final walkthroughs as needed, address deficiencies in real time, and document completion status.
Provide first-line 24-hour response to emergency repairs at all day habilitation physical plant locations.
Maintain cell phone contact on evenings and weekends for emergency response.
Ensure physical plant safety protocols to safeguard the well-being of program participants, staff, and visitors.
Follow all Blood-borne Pathogen Control standards at all times.
Ensure staff have and are utilizing proper Personal Protective Equipment (PPE).
Obtain OSHA 10-hour within 6 months, and OSHA-approved PPE training within 3 months.
Maintain and repair day habilitation interiors, ensuring hazard prevention and compliance with applicable regulations and codes.
Maintain and repair day habilitation exteriors and grounds, ensuring hazard prevention and well-kept appearance.
Perform physical corrections to resolve violations or deficiencies.
Ensure vehicle log completion for the Facilities Day Hab Programs vehicle.
Follow all applicable state and city motor vehicle laws.
Schedule and coordinate vehicle maintenance/service needs with the Facilities Coordinator, Day Hab Programs.
Ensure that parking tickets received on agency vehicles are submitted to the supervisor for prompt payment.
Maintain and update day habilitation physical inventory of assets and tools.
Provide care and upkeep of assigned tools.
Ensure proper safe storage of tools and equipment daily.
Utilize an automated facilities management system (WorxHub) to manage work requests, track maintenance tasks, and log maintenance work completed.
Ensure that if no approved work order is issued, work does not commence, with the exception of emergency situations.
Record work order progress in WorxHub system on all day habilitation work orders, maintenance, and completions.
Match all purchases to related work orders, reviewing for accuracy.
Act as primary contact for hardware stores, ensuring prompt submission of invoices for payment.
Maintain clear communication with staff, residents, and external stakeholders regarding facility matters.

Requirements

High School diploma or GED; Bachelor's degree from a four-year college or equivalent preferred.
Minimum of 5 years of progressive facilities management experience, ideally in a nonprofit or healthcare setting.
Strong computer proficiency, including Microsoft Office Suite (Outlook, Excel, Word, and Teams), HRIS systems (e.g., Paycom), facilities management software, and other cloud-based business applications.
Demonstrated ability to leverage technology to improve efficiency, reporting, and communication.
Demonstrated leadership skills, with a track record of successfully managing teams and fostering a positive work culture.
Thorough knowledge of building codes, ADA regulations, safety standards, state/city regulations, as well as general knowledge of all construction trade types (carpentry, plumbing, painting, electrical, mechanical, etc.).
Proficiency in utilizing automated facilities management systems, such as TheWorxHub, for work order tracking, preventive maintenance, and asset management.
Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
Cost-effective solutions with high-quality outcomes.
Strong organizational and problem-solving abilities, with meticulous attention to detail.
Compassionate, patient, and empathetic approach when interacting with individuals receiving services, families, and colleagues in a human services environment.
Valid Driver’s license required.
Must be available on-call to address facility-related emergencies, including after hours and on weekends.
Must have reliable transportation.

Skills

Trade experience (plumbing, electrical, carpentry, HVAC)
Regulatory expertise
Automated facilities management system (WorxHub)
Microsoft Office Suite (Outlook, Excel, Word, and Teams)
HRIS systems (e.g., Paycom)
Facilities management software
Cloud-based business applications
Building codes
ADA regulations
Safety standards
State/city regulations
Construction trade types (carpentry, plumbing, painting, electrical, mechanical)
Work order tracking
Preventive maintenance
Asset management
Communication
Interpersonal skills
Organizational skills
Problem-solving abilities
Attention to detail

Location

HeartShare, 330 Jay Street 29th Fl, Brooklyn, NY, 11201

Work Type

Full-Time
On-call

Experience Level

Minimum of 5 years of progressive facilities management experience

Education Level

High School Diploma or Equivalent
Bachelor's degree from a four-year college or equivalent preferred

Salary/Compensations

$85,000.00 - $90,000.00 Salary/year

Benefits

Comprehensive benefit package based on full-time/part-time status.
Rewarding Work in a team environment.
Paid vacation, sick, personal days, and holidays.
403(B) retirement plans with employer contribution.
Health, dental, vision and life insurance.
Employee Assistance Program (EAP).
Flexible spending account (Dependent Care, Medical, Parking, and Transit).
Employee Appreciation Programs and Events.
Tuition Assistance Program.
Professional Development opportunities.
Gympass Discount
Verizon Wireless Discount.
BJs Membership discount.
Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

About the Company

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

Equal Opportunity

Heartshare is an Equal Opportunity Employer (EOE).
If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.