Facilities & Operations Supervisor

The Center for Urban Community Services (CUCS) is a premier human services organization in New York City, dedicated to addressing homelessness, poverty, and mental illness. With an annual operating budget exceeding $100 million, CUCS empowers thousands of individuals each year through integrated housing, health, and social services. Our 700 employees deliver innovative programs, including supportive housing, medical and mental health care, employment assistance, and professional training for service providers. As a leader in the sector, CUCS is committed to expanding its impact and enhancing financial strategies to support its mission of fostering stability and opportunity for the communities we serve.

The Facilities & Operations Supervisor is responsible for supporting the day-to-day building operations across multiple CUCS/Janian-managed sites, including functions related to maintenance and food service. This position directly contributes to the quality of life of all residents by helping to maintain a structurally safe, clean, and well-kept environment. The Facilities & Operations Supervisor assists in the upkeep of buildings, interior and exterior grounds, and equipment, and supports the scheduling of repairs, renovation projects, and safety inspections. This role serves as a key operational contact for transitional site management and supports the Director of Property Management in the ongoing development of the Property Management Department.

Essential functions include, but are not limited to, the following:

• Support the supervision and coordination of contracted staff providing maintenance services at CUCS/Janian sites, ensuring efficient operation of critical building systems including HVAC, electrical, plumbing, and elevators.
• Conduct regular inspections of facility areas, identifying maintenance needs and escalating issues to the Director of Property Management as appropriate.
• Assist in implementing and maintaining a preventative maintenance schedule to reduce equipment failure and extend the lifespan of facilities.
• Coordinate repair work, ensuring minimal disruption to operations and consistent quality outcomes.
• Maintain a schedule for regular servicing of all critical systems to ensure continuous operation.
• Support the planning and oversight of renovation projects, assisting in tracking timelines, budgets, and compliance with city, state, and funder standards.
• Conduct routine safety inspections and audits of transitional site work areas to identify hazards and ensure compliance with safety regulations.
• Assist in developing and enforcing safety protocols and emergency procedures, and support staff training on applicable safety standards.
• Document and report safety incidents or violations and assist in implementing corrective actions and preventive measures.
• Serve as an operational point of contact for transitional site facility issues with NYC DHS, NYS OMH, and NYC OTDA, under the direction of the Director of Property Management.
• Support program staff during biannual facilities inspections to ensure regulatory requirements are met.
• Assist in addressing and resolving violations issued against transitional site properties, maintaining records of violations and corrective actions taken.
• Support the timely implementation of DHS and OTDA Corrective Action Plans, coordinating with program staff as needed.
• Monitor inventory levels of materials and supplies, flagging shortages and supporting procurement requests.
• Assist in the procurement process for equipment and replacement parts, ensuring cost-effectiveness and quality.
• Help maintain relationships with suppliers and support the tracking of delivery timelines and vendor performance.
• Assist in evaluating vendors based on quality, cost, and service requirements, under the direction of the Director of Property Management.
• Support oversight of third-party contracts, tracking vendor deliverables and escalating performance concerns.
• Assist in monitoring costs associated with third-party services, identifying opportunities for savings.
• Help develop cost estimates for facilities projects, including labor, equipment, and materials.
• Assist in tracking project budgets to ensure costs remain within approved financial constraints.
• Ensure procurement activities are documented in accordance with internal policies and external regulations.
• Assist in the supervision and day-to-day direction of facilities staff, supporting their performance and adherence to agency standards.
• Participate in supervision meetings with facilities staff; assist with performance documentation and escalate concerns to the Director of Property Management as needed.
• Monitor work quality and ensure tasks are completed efficiently and documented in accordance with agency policies and procedures.
• Assist in coordinating shift coverage to ensure adequate staffing for all operational needs, including coverage for planned and unplanned leave.
• Support the resolution of staffing issues or conflicts and help ensure smooth facility operations.
• Maintain positive working relationships with other departments, ensuring facilities needs are communicated and addressed in a timely manner.
• Collaborate with colleagues to identify and resolve facilities-related problems effectively.
• Apply lessons from corrective actions and feedback to support continuous improvement in facilities operations.
• Maintain accurate and current records of maintenance activities, operating costs, and regulatory compliance.
• Ensure documentation is organized and accessible to internal and external stakeholders.
• Track and analyze maintenance data to identify trends and support decision-making.
• Support the implementation of systems for effective management and retrieval of facility-related information.
• Assist in implementing emergency response plans and support staff preparedness.
• Be available to respond to facilities emergencies during off-hours, escalating to the Director of Property Management as appropriate.
• Support crisis management efforts during emergencies, coordinating with relevant stakeholders to ensure resident safety and minimize operational impact.
• Participate in multi-department efforts to review and refine functions of the Property Management Department.
• Support the Director of Property Management in implementing standards and systems for the Property Management portfolio.
• Contribute to the preparation of materials on relevant topics including best practices, system improvements, and operational procedures.
• Assist in assessing efficiency, resource allocation, and procedures and provide feedback to support systemic improvements.
• Perform other duties as assigned by the Director of Property Management & Assets and COO.