Assistant Director of Facilities: Field Operations

About the role

The Assistant Director of Facilities (Field Operations) assists HeartShare’s efforts in maintaining safe, compliant, and welcoming facilities. This role plays a pivotal part in overseeing the safety, aesthetics, and functionality of facilities, ensuring they provide a secure and inviting atmosphere for both residents and program participants. The position requires strong organizational and communication skills, regulatory expertise, and proficiency in utilizing an automated facilities management system (TheWorxHub) to manage work requests, preventative maintenance, assets, and other facility-related matters. Availability on-call to address facility-related emergencies—including after hours and on weekends—is required, along with reliable transportation.

Responsibilities

• Maintenance Team Leadership and Supervision:
  • Directly supervise Maintenance staff in the field.
  • Manage schedules of all Maintenance staff to ensure adequate coverage.
  • Communicate, lead, mentor, and manage the Maintenance staff, fostering a collaborative and efficient team environment.
  • 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 maintenance team members.
  • Conduct interviews, provide training to new hires, and assess their performance.
  • Approve and submit employee timecards, manage time off requests, and handle overtime requests through Paycom.
  • Address staff complaints regarding performance, absences, lateness, etc., and initiate Progressive Discipline procedures as needed.
  • Participate in Professional Development Trainings and ensure staff compliance with mandated trainings.
• Facilities Management and Compliance:
  • Implement and operationalize all established maintenance procedures.
  • Prioritize, organize, schedule, and assign daily work orders to appropriate staff and teams, ensuring completion through oversight, notes, and photos.
  • Conduct regular onsite inspections of maintenance work to ensure quality standards are met.
  • Supervise work site practices to ensure safety, identifying potential hazards or areas needing improvement.
  • Liaise with subcontracting vendors and monitor completion of work performed.
  • Assist in oversight of all assigned facilities to ensure physical safety and compliance with state and city regulations.
  • Execute repairs related to internal and external audit reports for immediate correction of critical facility findings.
• Safety and Emergency Response:
  • Provide first-line 24-hour response to emergency repairs at all physical plant locations, coordinating facility-related emergencies with relevant teams and authorities.
  • Maintain cell phone contact on evenings and weekends for emergency response.
  • Ensure physical plant safety protocols to safeguard residents, program participants, staff, and visitors.
  • Follow all Blood-borne Pathogen Control standards (gloves, masks, proper hand washing, etc.) at all times.
  • Ensure staff have and utilize proper Personal Protective Equipment (PPE).
  • Obtain OSHA 10-hour certification within 6 months and OSHA-approved PPE training within 3 months.
• Repairs and Maintenance:
  • Maintain and repair residence interiors, ensuring hazard prevention and compliance with regulations, including handyman duties, tile/floor/toilet/drain/plumbing/electrical/carpentry/painting repairs, furniture assembly, garbage removal, HVAC repair, lock/plaster/sheetrock/cabinet repair, and other assigned tasks.
  • Maintain and repair residence exteriors and grounds, including landscaping, snow removal, painting, gutter cleaning, carpentry, masonry, siding repair, and other duties as assigned.
  • Collaborate with facility team members to develop and execute a proactive preventative maintenance plan.
  • Perform physical corrections to resolve violations or deficiencies.
• HeartShare Vehicle Care:
  • Provide care and upkeep for all vehicles assigned to field Maintenance staff, ensuring they are free of hazardous conditions and maintained in good condition.
  • Ensure vehicle log completion for all Maintenance vehicles.
  • Follow all applicable state and city motor vehicle laws.
  • Identify responsible drivers for violations; persistent violations may result in performance discussions and disciplinary actions.
  • Schedule and coordinate vehicle maintenance/service in accordance with manufacturer/lease recommendations.
  • Ensure copies of vehicle registration, insurance, and inspection documents are always in the vehicle.
  • Submit parking tickets received on agency vehicles to supervisor for prompt payment.
  • Ensure all staff using company vehicles drive safely and may require attendance at Driver Training.
• HeartShare Tool Care:
  • Maintain and update the facilities department’s physical inventory of assets and tools (e.g., blowers, emergency AC/Heating units, tools).
  • Provide care and upkeep of assigned tools.
  • Ensure daily proper and safe storage of tools and equipment.
• Automated Facilities Management:
  • Utilize TheWorxHub to manage work requests, track maintenance tasks, and log completed work on regular and scheduled work orders.
  • Ensure work does not commence without an approved work order, except in emergencies.
  • Record work order progress in TheWorxHub, including detailed descriptions, completion notes, photos, routine maintenance schedules, and project progress reports.
• Purchasing and Expense Management:
  • Match all purchases to related work orders, reviewing for accuracy to prevent waste and ensure efficient use of agency funds.
  • Act as primary contact for hardware stores to ensure prompt submission of invoices for payment.
  • Act as petty cash custodian for Centralized Maintenance funds, following established agency policies for reconciliation and replenishment.
• Collaboration and Communication:
  • Maintain clear communication with staff, residents, and external stakeholders regarding facility matters.

Requirements

• High school degree required; Bachelor’s Degree preferred.
• Minimum of 5 years of progressive facilities management experience, ideally in a nonprofit or healthcare setting.
• 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, and 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 written, communication, and interpersonal skills.
• Strong organizational and problem-solving abilities with meticulous attention to detail.

Benefits

• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plan 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.
• BJ’s Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates, and more.