What are the responsibilities and job description for the Facilities Supervisor position at Union Settlement Association?
Facilities Supervisor
Job Description
Organizational Summary
Union Settlement is an East Harlem based nonprofit organization founded in 1895. For over 130 years, Union Settlement has provided critical and innovative programming to children, youth, families, and older adults. As a pioneer of the settlement house movement, Union Settlement continues to meet the needs of the ever-changing East Harlem community through its core programs. Through these programs, New Yorkers gain opportunities, develop skills, and become empowered to pursue and achieve their dreams.
Today, Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlement’s current programmatic portfolio includes the following service areas: Early Childhood Education, Youth Development and Opportunity, Family Services (including the Family Enrichment Center, the Family Childcare Network, and the East Harlem Community Partnership, NYC Benefits, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development. Union Settlement serves more than 10,000 individuals and nearly 1,000 businesses every year.
Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, Union Settlement also serves as a connector, convener, and advocate for East Harlem and its partners. To learn more about Union Settlement, visit www.unionsettlement, visit www.unionsettlement.org
Position: | Facilities Supervisor |
Department: | Facilities/Operations |
Reports to: | Senior Manager, Facilities and Capital Improvements/ Chief Operating Officer |
Schedule: | On-site, on call before and after regular hours for facility emergencies. Schedule may be modified as needed to support organizational events, special projects, and emergency response. |
Salary: | $60,500 |
FLSA: | Non-Exempt |
Location: | On-Site, regular travel among Union Settlement locations in East Harlem |
Position Summary
Under the direction of the Senior Manager, Facilities and Capital Improvements, the Facilities Supervisor provides hands-on, day-to-day oversight of facilities staff, work orders, custodial services, maintenance, safety, and building operations across Union Settlement's sites. The Supervisor supports the Senior Manager by translating departmental priorities into daily work plans, monitoring service quality and completion, coordinating vendors and site access, escalating risks promptly, and maintaining clear communication with staff and program leadership. This role helps ensure that facilities are safe, functional, compliant, and welcoming for employees, program participants, and community members.
Responsibilities
Facilities Operations & Staff Oversight
- Provide daily supervision, scheduling, direction, and field support to maintenance, custodial, and facilities staff across assigned sites.
- Translate priorities established by the Senior Manager into daily and weekly work plans; assign responsibilities, monitor workflow, inspect completed work, and address performance or service concerns.
- Manage the day-to-day work-order process, including prioritization, assignment, status tracking, quality review, timely closure, and communication with requesting departments.
- Conduct regular site walkthroughs and inspections; identify and address maintenance, cleanliness, safety, security, and operational deficiencies, escalating significant risks to the Senior Manager immediately.
- Coach and train facilities staff on job expectations, safety procedures, customer service, equipment use, and documentation requirements; provide the Senior Manager with timely feedback regarding staff performance and development needs.
- Coordinate coverage for staff absences, special events, deliveries, moves, and urgent operational needs to maintain consistent service across locations.
Building Systems, Safety & Compliance
- Monitor the condition and operation of HVAC, electrical, plumbing, elevators, fire and life-safety systems, and other building equipment; coordinate timely repair and escalation when specialized support is required.
- Support compliance with Union Settlement policies and applicable OSHA, ADA, FDNY, DOB, DOHMH, and other city, state, federal, and funding-source requirements.
- Verify that required inspections, permits, Certificates of Fitness, drills, logs, and corrective actions are completed and documented on schedule.
- Read, understand, and reinforce the Safety Manual and emergency procedures; attend required safety meetings and promptly report accidents, incidents, violations, hazards, and service interruptions to the Senior Manager.
- Support emergency preparedness and continuity efforts, including response coordination, vendor dispatch, incident documentation, and follow-up corrective actions.
Vendor, Preventive Maintenance & Project Support
- Coordinate vendor and contractor access, confirm the scope of work, monitor on-site performance, verify completion, and report service or quality concerns to the Senior Manager.
- Implement and monitor preventive maintenance schedules for agency facilities, systems, equipment, and assets, flag recurring issues and recommended repairs or replacements.
- Support capital improvements, renovations, major repairs, and infrastructure upgrades by coordinating logistics, schedules, site readiness, staff access, deliveries, punch-list items, and closeout documentation under the direction of the Senior Manager.
- Assist with inventory, supply levels, purchase requests, estimates, and service documentation while identifying practical opportunities to improve efficiency and control costs.
Communication, Records & Service Coordination
- Serve as a responsive day-to-day facilities contact for programming and administrative staff, acknowledge requests, provide status updates, and coordinate resolutions in partnership with the Senior Manager.
- Maintain accurate, current records for work orders, inspections, incidents, inventories, assets, warranties, preventive maintenance, permits, vendor services, and compliance activities.
- Provide the Senior Manager with routine operational updates, including completed and outstanding work, staffing coverage, vendor activity, emerging risks, and matters requiring leadership decision or escalation.
- Promote a culture of safety, accountability, teamwork, professionalism, and high-quality customer service throughout the Facilities Department.
- Perform additional duties as assigned by the Senior Manager, Facilities and Capital Improvements and/or the Chief Operating Officer.
Schedule & Work Conditions
- Regular schedule is Monday-Friday on site, for a 35-hour work week.
- The role is on call before and after regular business hours for facility emergencies. Availability may include evenings, early mornings and weekends when an urgent facility incident requires response.
- The work schedule may be modified, with appropriate notice when practicable, to support organizational events, special projects, building access, vendor work, or operational needs.
- Regular travel among multiple Union Settlement locations in East Harlem is required.
- The role may require standing for extended periods, performing or assisting with basic physical repair work, and lifting or transporting moderately heavy objects such as tables, chairs, equipment, and boxes.
- The role requires dexterity to operate computers, mobile devices, tools, and other facilities-related equipment.
Qualifications
- Minimum of three years of progressively responsible experience in facilities, property operations, maintenance, or a related field, including experience supporting multi-site operations.
- Demonstrated experience supervising, scheduling, coaching, and monitoring the work of employees.
- Working knowledge of custodial practices, preventive maintenance, building systems, workplace safety, and common facilities equipment and supplies.
- Ability to manage competing priorities, coordinate multiple sites, maintain accurate records, and follow through on assignments within established timelines.
- Strong judgment, troubleshooting, problem-solving, customer service, interpersonal, written and verbal communication skills.
- Proficiency with Microsoft Office and the ability to learn facilities work-order and tracking systems.
- NYC Fire Department Certificates of Fitness F-01, F-07, and S-95 preferred, or the ability to obtain required certifications within the first 60 days of employment.
- Valid driver's license and clean driving record required.
- Bilingual English/Spanish skills are a plus.
- Must be able and willing to respond to emergency facilities situations before or after regular work hours, as needed.
Core Competencies
Leading Others: Sets clear expectations, coordinates the team's work, and supports staff in achieving timely, high-quality outcomes.
Managing Performance: Provides consistent supervision, follows up on assignments, recognizes strong performance, and documents concerns for review with the Senior Manager.
Applying and Developing Expertise: Uses facilities knowledge to resolve day-to-day issues, supports team development, and seeks practical improvements in service delivery.
Facilitating Change: Approaches operational challenges with flexibility, sound judgment, and a solution-oriented mindset.
Communicating and Collaborating: Listens actively, communicates respectfully and promptly, keeps stakeholders informed, and works effectively across departments.
Accountability and Service: Takes ownership of follow-through, maintains accurate records, escalates risks appropriately, and models responsive customer service.
Union Settlement's Diversity, Equity & Inclusion Commitment
Union Settlement is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, physical or mental disability, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
Salary : $60,500