Facilities Manager

The Facilities Manager is expected to:

• Lead by example and maintain a consistent, visible, and approachable presence throughout assigned facilities.
• Supervise, coach, motivate, and develop maintenance, custodial, and security personnel.
• Establish clear expectations and hold employees accountable for performance, attendance, professionalism, and assigned responsibilities.
• Provide constructive feedback and corrective direction professionally, respectfully, and appropriately.
• Address sensitive employee performance matters privately whenever appropriate.
• Build trust and maintain positive working relationships with employees, managers, program teams, participants, vendors, contractors, building management, and community partners.
• Demonstrate patience, self-awareness, emotional intelligence, and sound judgment when managing people and resolving workplace concerns.
• Remain calm, respectful, and solution-oriented during disagreements, emergencies, and high-pressure situations.
• Promote open communication and create an environment in which employees can appropriately ask questions, raise concerns, and provide feedback.
• Lead through collaboration, coaching, accountability, and mutual respect.
• Work collaboratively across departments and balance facilities requirements with programmatic and organizational needs.
• Support frontline Operations staff when necessary and participate in hands-on operational responsibilities during periods of high demand, staffing shortages, events, emergencies, and other operational needs.
• Independently assess situations, establish priorities, make sound decisions, and appropriately escalate significant matters to the Director of Operations.
• Foster a workplace and facility environment where employees, participants, visitors, partners, and community members feel welcomed, respected, and supported.

ESSENTIAL DUTIES & RESPONSIBILITIES

Facilities Operations

• Oversee daily facilities operations at The Rose Center and Essex Community Center.
• Ensure facilities are consistently maintained in a clean, safe, organized, functional, and welcoming condition.
• Oversee cleaning, custodial operations, routine maintenance, and building readiness.
• Develop and monitor daily work assignments, cleaning routes, preventive maintenance schedules, and facilities priorities.
• Conduct regular building walkthroughs and proactively identify maintenance, safety, cleanliness, and operational concerns.
• Perform and/or coordinate minor repairs involving plumbing, locks, painting, plastering, electrical components, boiler rooms, furniture, fixtures, and other building systems within appropriate scope.
• Work alongside and support facilities staff with cleaning, maintenance, event setup, emergency response, and other hands-on operational responsibilities when necessary.
• Oversee recycling, sanitation, trash removal, and extermination programs.
• Maintain appropriate inventories of facilities, maintenance, cleaning, and emergency supplies.
• Purchase authorized maintenance supplies and equipment in accordance with organizational procedures.
• Oversee preventive maintenance of building systems, furniture, fixtures, and equipment.
• Assist with space rentals and coordinate setup and breakdown for internal and external events as assigned.
• Provide facilities and maintenance support to other GSS locations and off-site programs as needed.

Staff Supervision & Development

• Provide daily supervision and direction to maintenance, custodial, and security staff.
• Coordinate staffing schedules and ensure appropriate operational coverage.
• Monitor attendance, punctuality, performance, completion of assignments, and adherence to departmental standards.
• Conduct regular check-ins and provide timely coaching and performance feedback.
• Support employee training, cross-training, professional development, and required certifications.
• Participate in recruitment, onboarding, performance evaluations, progressive discipline, and other personnel processes in coordination with the Director of Operations and Human Resources.
• Promote teamwork and shared accountability across the Operations Department.

Building Systems & Preventive Maintenance

Maintain working knowledge and oversight of:

• HVAC systems
• Boilers and heating systems
• Electrical systems
• Plumbing systems
• Fire alarm and sprinkler systems
• Fire suppression systems
• Security cameras and access-control systems
• Building technology and cabling infrastructure
• Locks and door hardware
• Elevators and related equipment
• Furniture, fixtures, and equipment

Coordinate preventive maintenance, inspections, service calls, repairs, and required follow-up for these systems.

VENDOR & CONTRACTOR MANAGEMENT

• Coordinate and oversee contractors, consultants, service technicians, and vendors performing work at GSS facilities.
• Ensure vendors comply with organizational requirements, site rules, safety standards, and approved scopes of work.
• Monitor vendor performance and completion of assigned work.
• Review scopes, proposals, estimates, invoices, and supporting documentation.
• Assist with developing technical specifications and obtaining competitive proposals when appropriate.
• Negotiate contract terms and agreements with maintenance contractors and other vendors as authorized.
• Coordinate vendor access while minimizing disruption to GSS programs and participants.
• Manage, coordinate, upload, and appropriately code vendor invoices and payments in accordance with GSS procedures.
• Maintain professional and productive relationships with external partners and service providers.

REGULATORY COMPLIANCE & INSPECTIONS

• Coordinate and monitor inspections involving applicable agencies and authorities, including:
  • NYC Department of Buildings (DOB)
  • NYC Fire Department (FDNY)
  • NYC Department of Health and Mental Hygiene (DOHMH)
  • New York City Housing Authority (NYCHA)
  • Building/property management
  • Fire alarm, sprinkler, suppression, and life-safety vendors
  • Other regulatory agencies as applicable
• Maintain required facilities documentation, inspection records, service reports, permits, and certificates.
• Conduct and document required fire and emergency drills.
• Monitor correction of identified deficiencies and communicate outstanding compliance matters to the Director of Operations.
• Maintain working knowledge of applicable NYC building, fire, safety, and operational requirements.

EMERGENCY RESPONSE

The Facilities Manager serves as a key operational leader during facility emergencies and unexpected building conditions.

Responsibilities include:

• Responding to utility interruptions, water outages, floods and leaks, HVAC failures, electrical issues, fire/life-safety conditions, security incidents, and other building emergencies.
• Quickly assessing conditions and determining appropriate operational priorities.
• Coordinating internal staff, vendors, building management, NYCHA, emergency services, and other appropriate resources.
• Maintaining clear communication with the Director of Operations and affected program leadership.
• Helping develop temporary operational solutions when normal building operations are disrupted.
• Remaining actively engaged through stabilization and resolution of facility emergencies.
• Participating in the department's emergency preparedness and continuity planning.
• Being available for after-hours emergency response as required.

CUSTOMER SERVICE & COMMUNITY ENVIRONMENT

Grand Street Settlement facilities serve children, families, youth, older adults, community members, employees, partners, and visitors.

The Facilities Manager is expected to:

• Maintain a customer-service-oriented approach to facilities management.
• Help ensure that all GSS facilities are welcoming, inclusive, safe, and respectful environments.
• Interact professionally and courteously with program participants, staff, community members, vendors, and visitors.
• Recognize that Operations staff often serve as visible representatives of Grand Street Settlement.
• Work collaboratively with program leadership to resolve facilities concerns while supporting continuity of services.

EDUCATION, EXPERIENCE, CERTIFICATIONS & SKILLS

Required

• High school diploma or equivalent.
• At least three years of experience managing maintenance/facilities staff, contractors, or comparable operational teams.
• Demonstrated experience successfully supervising and developing frontline employees.
• Strong knowledge of HVAC, boiler, electrical, plumbing, and general building systems.
• Strong knowledge of cleaning operations, floor care, painting, minor repairs, and general building maintenance.
• Ability and willingness to operate standard maintenance equipment and tools and perform minor repairs when appropriate.
• Strong verbal and written communication skills.
• Strong organizational and time-management skills.
• Demonstrated conflict-resolution and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and exercise sound judgment.
• Ability to communicate professionally with individuals at all organizational levels.
• Understanding of safety, security, and emergency preparedness best practices.
• Working knowledge of NYC fire and building requirements.
• Understanding of technology and security infrastructure, including cabling, security cameras, and access-control systems.
• Ability to manage and direct employees, consultants, vendors, and contractors.
• Ability to develop technical specifications, review estimates, and assist with procurement of equipment and services.

Certificates of Fitness

Required:

• FDNY F-01
• FDNY S-95
• FDNY F-03
• FDNY W-07

Additional certificates may be required based on facility and operational needs.

PHYSICAL & OPERATIONAL REQUIREMENTS

• Ability to sit, stand, walk, and climb stairs for extended periods.
• Ability to safely use and climb ladders.
• Ability to lift and/or move up to 50 pounds.
• Ability to operate standard facilities and maintenance equipment.
• Ability to move throughout multiple floors and facilities during the workday.
• Ability to respond to urgent facilities situations and emergencies.
• Ability to work occasional evenings and weekends for programs, special events, emergencies, and other operational needs.
• Ability to travel between GSS facilities as required.

PRE-EMPLOYMENT REQUIREMENTS

Candidates must successfully complete all applicable pre-employment requirements, which may include:

• NYSDOH fingerprinting screening
• NYS Clearance Review/background check
• SEL clearance
• Three professional reference checks
• Physical examination with updated TB documentation
• Other clearances required for work within GSS programs and facilities

Employment offers are contingent upon successful completion of all required clearances.

THE IDEAL CANDIDATE

The ideal Facilities Manager understands that successful facilities management is both about buildings and people.

We are seeking someone who takes pride in maintaining excellent facilities, enjoys solving problems, communicates respectfully, remains composed under pressure, and is comfortable both managing from an administrative perspective and working alongside the team when circumstances require it.

The successful candidate will be proactive rather than reactive, will identify solutions rather than simply identify problems, and will understand that leadership is demonstrated through accountability, professionalism, service, teamwork, and example.

HOW TO APPLY:
Please submit a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position you are applying for. If selected, we ask that you also provide us with three (3) professional references that we can contact (at least one (1) professional reference should be from a former supervisor). Please click on the link provided below, or use the link in a search bar, and apply online through our career center.

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=bfb233f9-2e2d-4a56-b58a-c4bfa4857b9e&ccId=19000101_000001&lang=en_US

No phone calls, please.

Please be advised that job offers can only be made once your clearances come through!

EQUAL OPPORTUNITY EMPLOYER (EOE)