Assistant Director of Facilities

Job Summary:

The Assistant Director of Facilities works closely with the Director to ensure the effective management, maintenance, and operation of facilities across approximately 70 sites in Manhattan, Brooklyn, and the Bronx. This position plays a vital role in maintaining safety, compliance, and functionality within all locations. The Assistant Director supports day-to-day facilities oversight, implements preventative maintenance plans, and ensures adherence to city and state regulations.

Key Responsibilities:

• Serve as the primary point of contact and step in for the Director of Facilities when needed.
• Assist in creating, updating, and managing preventative maintenance programs for building systems and equipment.
• Ensure all locations meet required safety, fire, and building codes while maintaining compliance with regulatory agencies.
• Support the management and resolution of violations or summonses issued by agencies such as the DOB and FDNY.
• Keep policies, procedures, compliance documentation, and facilities records up to date and well organized.
• Prepare facilities for inspections and site visits by city or state representatives.
• Maintain accurate reporting and data entry in the facilities management database, including monthly updates.
• Manage and organize service contracts, maintenance agreements, and vendor records for building systems.
• Provide staff with training on identifying and responding to potential security and safety issues.
• Maintain communication with Site Security Leads and ensure timely reporting of all security incidents.
• Oversee current and new security guard service contracts across all sites.
• Partner with Site Security Leads to create and maintain site-specific safety and security plans.
• Act as a liaison between maintenance teams, program staff, and senior management.
• Conduct site visits and facility walkthroughs to identify and address maintenance and safety needs.
• Respond promptly to emergency maintenance or security situations, including after-hours or weekend incidents.
• Perform additional related duties as required.

Qualifications:

• At least 5 years of experience in facilities operations or maintenance, including a minimum of 3 years in a leadership or supervisory role.
• Ability to travel frequently between Manhattan, Brooklyn, and the Bronx.
• Strong communication, organizational, and problem-solving skills.
• Familiarity with Freshworks or comparable service management systems.
• Working knowledge of security procedures, building systems (HVAC, electrical, plumbing), and safety protocols.
• Availability to respond to emergencies during evenings or weekends.
• Bilingual abilities preferred.
• Physical capability to lift up to 50 lbs.
• Must obtain an F-80 Certificate of Fitness.
• Valid driver’s license required.
• Proficiency with Microsoft Office applications.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.