Facility Manager

Maintenance

• Oversee all building systems, maintenance, repairs, and modifications in partnership with the landlord’s maintenance company.
• Observe work operations, procedures and environment to identify possible hazardous conditions or unsafe work practices, formulate corrective measures for safety.
• Maintain a preventative maintenance schedule with the landlord maintenance team and ensure pre-seasonal preparation of HVAC and building systems.
• Coordinate the completion of repair and close out work orders in Yardi system in accordance with established procedures.
• Maintain vacancy reports off offline units for repairs and materials needed for turnover; ensure room turnovers are completed within the DHS guidelines.
• Conduct unannounced site visits during off hours and days, to monitor staff performance and ensure the site is maintained, cleaned, and in good repair.
• Cover shifts with associated duties and tasks, in the absence of staff.
• Review work orders to ensure inoperable appliances are being replaced in a timely manner.
• Maintain exterior parts of the building, ensuring good upkeep for walkways, building face, etc.

Janitorial

• Provide supervision, coaching, and training for staff as needed; ensure staff attend scheduled training.
• Attend hearings for any violations as requested.
• Inspect client rooms regularly to ensure rooms are maintained in good repair.
• Accompany government agencies on inspections in the property and immediately report and mitigate citations or violations.
• Maintain and inspect safety equipment such as fire extinguishers, sprinklers, and alarm systems.
• Maintain Material Safety Data Sheet (MSDS).

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.
• Maintain logs of vendor site visits.
• 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.
• Manage keys, fobs, and other access systems for the clients.
• Maintain and inspect safety equipment such as fire extinguishers, sprinklers, and alarm systems.

Inventory

• Maintain an inventory of all supplies, tools, and equipment.
• Accept deliveries and/or pick up materials and equipment.
• Maintain records of packing slips and invoices.
• Procure materials needed for repairs, painting, and cleaning for the property.
• Maintain an adequate inventory level for all material and supplies; optimize stock levels and prevent overstock or understock scenarios.
• 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.
• 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.
• Inform clients of utility and elevator service interruptions.