Senior Manager, Facilities

Company: Aspcapro
Location: New York
Posted on: February 17, 2025

Job Description:

Summary:The Sr. Facilities Manager, reporting directly to the Director of Facilities Operations, is responsible for overseeing and optimizing facilities operations across ASPCA's 92nd Street, 91st Street, and 8th Avenue locations. This role involves comprehensive management of housekeeping, repairs, maintenance, compliance, and special events, ensuring operational excellence and the seamless functionality of these facilities.The Sr. Facilities Manager will lead a diverse team, including a union Custodial and Foreperson team and a Facilities Manager, while also providing oversight to external contracted vendors. Key responsibilities include people leadership and management, emergency preparedness, supply management, inventory control, and vendor oversight, as well as coordinating repairs and maintenance activities to maintain the highest standards.Flexibility is required, as the Sr. Facilities Manager will work various shifts (Monday-Friday, Tuesday-Saturday, or Sunday-Thursday) and be available for on-call duties to manage emergencies effectively. Additionally, support may be needed at other ASPCA locations throughout New York City as required.Responsibilities:Responsibilities include but are not limited to:People Management and Facility Oversight (30%):

• Supervise Union Custodial and Foreperson staff, the Facilities Coordinator, Facilities Manager, and external vendors. Managing performance through regular check-ins, quarterly and annual reviews.
• Oversee the Facilities Manager, ensuring they effectively manage their direct reports, complete assigned tasks, and maintain accountability for team performance and outcomes.
• Establish and monitor key performance indicators (KPIs) to measure departmental success and drive continuous improvement.
• Ensure equitable enforcement of organizational policies and lead progressive disciplinary actions when necessary.
• Oversee time tracking to ensure accurate and timely recording of staff hours. Manage and process time-off requests, ensuring timely approvals and accurate records.
• Create and maintain staff routine and coverage schedules, consistently meeting all operational needs.
• Lead daily check-ins and facilitate monthly team meetings to address updates, challenges, and performance improvements.
• Manage recruitment efforts, including job description creation, resume screening, interviews, and reference checks, while developing personalized onboarding and training plans for new hires.
• Collaborate with ASPCA program management teams to gather feedback, address concerns, and ensure departmental performance aligns with organizational goals.
• Assign tasks and special projects to staff, developing and managing schedules to meet operational needs while promoting cross-training for flexibility and team cohesion.
• Provide ongoing mentorship and facilitate professional development opportunities through targeted training, growth plans, and team-building activities.
• Continuously assess individual and team performance, offering expertise and motivation to drive success.
• Create and utilize management tools to enhance efficiency and actively contribute to organizational initiatives for operational excellence.Management and Oversight of Housekeeping (20%):
  • Develop and implement long-term housekeeping and maintenance strategies aligned with organizational goals and standards.
  • Oversee adherence to complex internal policies and external regulations, managing compliance audits and implementing corrective actions as needed.
  • Oversee daily housekeeping operations, maintenance, and cleanliness across assigned ASPCA locations, including animal areas, public spaces, outdoor areas, and general facility spaces.
  • Perform regular inspections to assess housekeeping quality, staff performance, and identify maintenance needs, ensuring ongoing compliance with internal and external standards.
  • Enforce site safety protocols, maintaining a safe environment for staff, animals, and visitors.
  • Develop and implement comprehensive housekeeping and maintenance plans to uphold consistent cleanliness and operational standards.Management and Oversight of Repairs, Maintenance & Special Events (20%):
    • Develop strategic partnerships with contractors and vendors, negotiating contracts and overseeing performance to ensure high-quality service delivery.
    • Lead advanced planning and coordination for special events and emergency situations, including comprehensive contingency planning and resource management.
    • Ensure all planned preventive maintenance and repairs are completed safely, on time, and within budget, coordinating with contractors to minimize disruptions to program and facility operations.
    • Oversee daily facility activities, including coordination of meeting setups, special event logistics, and maintaining alignment with operational needs.
    • Investigate and resolve facilities-related complaints, taking prompt corrective action as needed.
    • Monitor critical building systems (electrical, mechanical, security, fire suppression, plumbing, HVAC) to ensure optimal functioning, troubleshoot, and efficiently address system failures.
    • Manage project activities, including scope development, planning, oversight, and communication, while supporting open bidding and RFP processes for outsourced work.
    • Evaluate and maintain department tools and equipment, ensuring they function effectively and recommending replacements when necessary.
    • Collaborate in identifying capital projects and purchases as part of the annual budgeting process to address future needs.
    • Ensure compliance with all regulatory requirements, preparing for and participating in inspections by agencies such as FDNY, DOB, ECB, DOH, and OSHA.
    • Manage fire alarm systems, including system activation and logging, and lead site safety drills for fire and emergency preparedness.
    • Continuously enhance expertise through ongoing training in maintenance protocols and facilities management best practices.
    • Track and report on key department metrics, including work order completion rates, response times, and issue resolution.
    • Provide support and coverage across all ASPCA locations as needed to maintain operational continuity.Administrative (20%):
      • Drive process improvements in administrative functions, including work order systems and inventory management, leveraging technology and best practices.
      • Support the Director with developing department standard operating procedures.
      • Oversee the work order system, managing supply orders and inventory for housekeeping, uniforms, tools, and building materials.
      • Assist the Director in monitoring and maintaining operational budgets, including payroll, supplies, and equipment.
      • Lead the development and forecasting of project and operational budgets for current and future fiscal years, ensuring alignment with organizational goals and financial targets.
      • Request and manage quotes for purchases, submitting them for approval.
      • Communicate with ASPCA staff regarding special events, service interruptions, emergency planning, and scheduled maintenance or repairs.
      • Ensure thorough compliance with all regulatory and legal requirements, including overseeing the handling of sensitive legal documents and participating in legal proceedings as required.
      • Maintain product specifications and safety data sheets and ensure vendor COI compliance.
      • Liaise with contractors and external suppliers, ensuring adherence to ASPCA safety and contractual standards.
      • Prepare and submit maintenance and repair reports and routinely audit departmental standard operating procedures for housekeeping, maintenance, and operations.Emergency Management (10%):
        • Provide 24/7 on-call emergency support, offering remote or onsite assistance during urgent and time-sensitive situations.
        • Provide strategic direction during emergencies, including crisis management and high-level decision-making.
        • Oversee complex logistical operations during emergencies, including coordination and communication with external agencies and senior leadership.
        • Communicate with stakeholders to inform them about emergency status updates and corrective actions.
        • Participate in shelter-in-place events or inclement weather scenarios, including planning and coordination of staff overnight stays during snowstorms or hurricanes.
        • Lead the setup of sleeping accommodations for shelter-in-place events, managing cot and sleeping bag distribution, signage, and preparing designated sleeping areas.
        • Ensure adequate snow removal and ice management supplies are available and oversee snow and ice removal efforts to maintain safe and hazard-free facilities during inclement weather.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:
            • This role is 100% onsite and requires full-time presence at the assigned ASPCA locations to ensure effective management of facilities, staff, and operations.
            • Experience: Minimum 8 years in Facilities Management with direct oversight of housekeeping, repairs, and maintenance (Required). At least 5 years managing building maintenance teams (Required), with experience supervising union staff (Preferred). Prior experience in facilities management within a corporate (Required) or healthcare/animal shelter setting (Preferred).
            • Technical Skills: Intermediate proficiency with Microsoft Office Suite (Required). Experience with CMMS programs like Hippo (Preferred) and BMS programs such as ABM (Preferred). Strong knowledge of building systems including HVAC, elevators, fire systems, plumbing, and electrical (Required). Ability to read and interpret floor plans and blueprints (Required). Familiarity with building codes and compliance regulations (Required). Able to obtain Certificates of Fitness - Referencing to Training/Licensing Requirements (Required).
            • Competencies: Highly organized, detail-oriented, and strong in time management (Required). Excellent written and verbal communication skills, able to engage with all levels of staff and the public (Required). Ability to work independently and as part of a team (Required). Self-motivated with a proactive mindset and willingness to learn (Required).
            • Physical Requirements: Must be able to lift 50 lbs. (Required). Willingness to travel between ASPCA locations in New York City as needed (Required).Education:
              • Bachelor's degree or relevant field experience in Facilities Operations (Required).Training, Certificates of Fitness and Licensing Requirements:
                • Driver's License (Required).
                • OSHA General Industry 30-hour certificate (Preferred).
                • IFMA Credentials (Preferred):
                  • Facilities Management Professional (FMP).
                  • Sustainability Facility Professional (SFP).
                  • Certified Facilities Manager (CFM).(Will need to obtain all required FDNY Certificates of Fitness within the first six months and all preferred by the end of the first year.)
                    • S-12 City Wide Sprinkler Systems Certificate of Fitness (Required).
                    • S-95 Supervision of Fire Alarm Systems Certificates of Fitness (Required).
                    • F-07 Fire and Emergency Drill Conductor Certificate of Fitness (Required).
                    • G-71 - Supervision of Piped Non-Flammable Medical Gases (Required).
                    • F-01 City Wide Fire Guard for Impairment Certificate of Fitness (Preferred).
                    • G-46 Storage, Handling, Use and Refilling of Non-Flammable Compressed Gas Certificate of Fitness (Preferred).
                    • C-92 Supervision of Flammable/combustible Liquids (Preferred).
                    • A-35 To operate and maintain air compressors (Preferred).Compensation and benefits:Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.The target hiring range for this role is $89,000 - $94,000.For more information on our benefits offerings, click.Stay Connected - Join Our Talent Community
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Keywords: Aspcapro, New York , Senior Manager, Facilities, Executive , New York, New York