Director of Building Maintenance (Lighthouse)

Job Description

Job Description

Director of Building Maintenance (Lighthouse)

PRIMARY FUNCTION/PURPOSE:

Under the supervision of the Program Director, the Director of Building Maintenance oversees all maintenance, janitorial, and capital improvement projects for our Lighthouse location in Long Island City, NY. This includes the care, cleaning, and inspection of public spaces within the development such as buildings, grounds, and garbage disposal areas, in accordance with established procedures. This individual will ensure all building systems are maintained in working order, and recruit/interview for vacancies as coordinated by the Human Resources Department. Responsibilities include supervising, scheduling, and assigning duties to the maintenance and janitorial staff, as well as ensuring the building meets all building compliance requirements as defined by DOB, HPD, FDNY and other government authorities. This person must also be on-call for emergencies during off hours and report to the property.

MINIMUM QUALIFICATIONS:

• An education in the trades and five (5) or more years of experience in facilities and/or residential building maintenance
• Two (2) or more years of supervisory experience and a track record of hiring, developing, and retaining high-performing teams
• A minimum of three (3) or more years of building management experience, with a minimum of two (2) years of shelter experience
• 3-5 years of experience in building construction, maintenance, and repair is preferred
• Must be willing to obtain necessary training and certifications as related to the position and building requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Maintenance

• Oversee all building systems, maintenance, repairs, and modifications
• Observe work operations, procedures and environment to identify possible hazardous conditions or unsafe work practices, formulate corrective measures for safety
• Monitors work orders and ensures repairs are completed within prescribed guidelines, coordinate the completion of repair and close out work orders in Yardi system in accordance with established procedures
• Ensure work performed by staff is completed satisfactorily and follow up on any deficiencies
• Maintain a preventative maintenance schedule and ensure pre-seasonal preparation of HVAC and building systems
• Perform or oversee routine tasks such as plumbing, electrical work, HVAC systems maintenance, and carpentry
• Maintain a Preventative Maintenance schedule and ensure pre-seasonal preparation and maintenance for building systems are carried out as scheduled
• Weighs the pros and cons of different solutions, considering cost, time, and resources
• Adjust, maintain, and clean all machinery and equipment, maintain in compliance with all rules and regulations including heating, plumbing, motors, fans and electrical parts
• Handle emergency repairs quickly to minimize disruptions to the quality of life for clients and staff
• Obtain estimates and quotes for repairs, renovations, and supplies
• Liaise with vendors and service providers for repairs on various projects
• Maintain basement storage areas in an orderly, safe, and hazard-free manner
• Repair or replace inoperable appliances
• Ensure client rooms and common areas are painted as needed
• Maintain exterior parts of the building, ensuring good upkeep for walkways, building face, etc.
• Maintain vacancy reports off offline units for repairs and materials needed for turnover; ensure room turnovers are completed within the DHS guidelines
• Manage snow removal, landscaping, and garbage disposal
• Cover shifts with associated duties and tasks, in the absence of staff
• Conduct unannounced site visits during off hours and days, to monitor staff performance and ensure the site is maintained, cleaned, and in good repair
• Will work independently, meet deadlines, multitask, and solve problems, working under a moderate to high degree of pressure
• Provide supervision and document it, taking immediate disciplinary actions when necessary
• Collaborate with AVP and procurement department to obtain bids for building projects
• Follow up on local law requirements
• Be proactive with the ability to take initiative

Maintenance and Janitorial Staff

• Assign daily maintenance tasks to maintenance and janitorial staff through work order system and follow up through their completion of assigned tasks
• Ensure placement of trash and recyclables on the street for pick up per Department of Sanitation’s schedule for pick up
• Assign janitorial staff to cleaning tasks to keep common areas, lobby, hallways stairwells, elevators, walls, doors, glass fixtures, and floors are clean and well maintained
• Assign janitorial staff to clean vacant rooms, log and store properties left by clients in identified storage area
• Ensure all staff wear proper uniforms
• During cold temperatures, ensure all walkways are free of ice and snow
• In the absence of the custodial staff sweep, mop, dispose of trash, and handle snow removal during inclement weather
• Provide supervision, coaching, and training for staff as needed; ensure staff attend scheduled training
• Attend hearings for any violations as requested

Inspections/Record Keeping

• Regularly inspect the building and building systems to identify issues and ensure that they are addressed in order to prevent system breakdown
• Inspect the client rooms regularly to ensure rooms are maintained in good repair
• Assign staff to conduct daily and weekly inspections on the safety system and devices such as smoke detector, emergency lights, drainage systems, and fire stop applications
• Accompany government agencies on inspections in the property and immediately report and mitigate citations or violations
• Ensures contracted vendors are inspecting the elevators, back flow, boilers, sprinkler systems, fire panels as outlined in the preventive maintenance contract
• Maintain logs of vendor site visits
• Conduct daily inspection of building exterior, interior of property, safety, and building systems
• Enter all inspections, repairs, and building maintenance issues in the YARDI system

Safety

• Ensure the property is in compliance with New York City building codes
• Train all staff on OSHA and other safety procedures/practices as prescribed by government authorities, using safety goggles and equipment as needed
• Ensure maintenance and janitorial staff follow safety procedures, ensuring tools, equipment, and materials used for repairs/cleaning solutions are stored properly and not left unattended
• Manage keys, fobs, and other access systems for the clients
• Maintain and inspect safety equipment such as fire extinguishers, sprinklers, and alarm systems
• Maintain Material Safety Data Sheet (MSDS)

Vendor Management

• Manage vendor contracts to ensure the scope of work as outlined in the agreement is carried out to the executed terms
• Inspects and signs off on completed projects and work
• Immediately reports deficiencies of contracted scope of work
• Secures quotes for scope of work per projects as directed
• Ensures adequacy of contracted services such as exterminating, and other contracted maintenance

Inventory

• Maintains an inventory of all supplies, tools, and equipment
• Accept deliveries and/or pick up materials and equipment
• Maintain records of packing slips and invoices
• Procures materials needed for repairs, painting, and cleaning for the property
• Maintains an adequate inventory level for all material and supplies; optimizes stock levels and prevents overstock or understock scenarios
• Maintains inventory in a secure and safe space
• Track purchases and usage of inventory through YARDI and other prescribed systems
• Provides detailed reports on inventory levels, trends, turnover rates, and more
• Ensure staff understand how to use the inventory system effectively

Client Relations

• Respond to all client service requests in a timely manner and maintain accurate records of the work performed
• Ensure staff maintain professional boundaries and respectful communication with tenants
• Listen to client feedback and respond promptly and respectfully to their concerns
• Treat all clients equally and without bias, regardless of personal or cultural differences
• Provide proper notice before entering a client’s unit regarding tenant privacy
• Inform clients of utility and elevator service interruptions

OTHER REQUIREMENTS (including Physical Demands):

• May be required to work long hours and a varied schedule
• Traveling throughout various locations in the New York City area
• Lifting and moving objects weighing up to 30 pounds several times a week
• Willingness to be flexible as the organization is a 24/7 operation
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

EEO Statement – Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.