Assistant Director of Properties

About the role

The Assistant Director of Properties will assist Heartshare St. Vincent’s Services’ efforts in maintaining safe, compliant, and welcoming facilities. The Assistant Director of Properties plays a pivotal role in helping to oversee the safety, aesthetics, and functionality of our facilities, ensuring they provide a secure and inviting atmosphere for program participants and staff. This role requires strong communication skills, regulatory expertise, and proficiency in utilizing an automated facilities management system (WorxHub) to manage work requests, preventative maintenance, assets, and other facility related matters. The Assistant Director of Properties will also need to be available on-call to address facility-related emergencies.

Responsibilities

• Participates in in-service trainings and on-site workshops as required for professional growth and development; attends external trainings and workshops at direction of management.
• Assist in oversight of all owned and leased facilities to ensure physical safety and compliance with federal, state, and city regulations.
• Collaborate with the Director of Facilities/Contracts on various small capital projects involving architects, contractors, vendors, and regulatory authorities to ensure all facilities meet and exceed required standards.
• Participate in Professional Development Trainings.
• Coordinate local law and regulatory inspections and compliance.
• Coordinate the resolution of system related deficiencies (fire, sprinkler, etc.).
• Review internal and external audit reports for immediate follow up and correction of critical facility related findings.
• Will lead the recruitment effort for vacant position under their supervision, working closely with Human Resources.
• Scheduling staff for required/mandatory and professional development trainings.
• Providing regularly scheduled individual supervision with staff.
• Maintaining off-hour coverage schedules.
• Train new members of the Fire/Life Safety Team.
• Schedule semi-annual trainings of the Fire Life Safety Team, i.e., Floor Wardens, Evacuation Supervisors, Brigade, etc.
• Conduct quarterly fire drills, and record the results.
• Ensure all signage applicable is posted throughout the facility.
• Review the Fire Safety/Emergency Action Plan (FS/EAP) and update the information as needed.
• Coordinate maintenance and repairs performed by external vendors, keeping all relevant parties informed through email, phone calls, calendar invites, work order updates, etc.
• Oversee the procurement of centralized equipment, tools, PPE, health and safety supplies, and services necessary for facility maintenance and operations.
• Monitor expenses and identify opportunities for cost savings.
• Develop and maintain excellent relationships with vendors, identify new vendors when necessary.
• Maintain familiarity with existing vendor service agreements to ensure the agency is not overcharged for any covered parts and/or labor.
• Obtain quotes/proposal requests, proof of service provision, invoice review of completed work.
• Cure site violations and assist with obtaining the certificate