Assistant Director of Facilities Projects

Position Summary:

The Assistant Director of Facilities Projects (ADF) supports the Director of Facilities and Real Estate Operations in overseeing all aspects of Facilities Project Management, including repair, construction, emergency response, and renovations. Acting as the Director's right hand, the ADF focuses on construction, repair, renovation of Children's Aid's 40+ sites, and manages new construction, fit-outs, and site decommissioning. This role also oversees equipment and system projects (e.g., MEP) in leased and occupied spaces, such as DOE and NYCHA facilities.

The ADF collaborates with program, compliance, IT, and budget teams to ensure realistic timelines, clear communication, and proper staffing for new systems and sites. They will also provide on-site support, working closely with CA's inspection and compliance teams to ensure efficient project close-outs. Representing the Director when needed, the ADF maintains a comprehensive view of all projects, site conditions, and operations.

Essential Duties:

Facilities Project Management

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Travel to each office and develop relationships with all site directors and understand all aspects of the program site, including program leadership, space requirements, operational challenges, and system issues.
• Work directly with program leadership and staff to develop work scopes for proposed medium and large-scale projects.
• Develop programming surveys and facilitate meetings with key project members to develop timelines, program needs, budget, and other pre-construction needs.
• Facilitate, coordinate, and oversight of project planning and meetings with key program staff, designers, contractors, sub-contractors and property ownership where applicable.
• Develop and circulate detailed project schedules and dashboards, keep site and program staff current on project milestones and any schedule changes. Proactively reach out to all parties to anticipate delays or budget changes.
• Develop project budgets with Facilities and Budget staff. Review and submit invoices in accordance with the agreed-upon budget.
• Review of construction plans, scope documents, and the bidding process for construction and restoration projects. Issue contracts to successful bidders, oversee submittals, manage budgets, verify and validate claims, and authorize payments.
• Value engineer's project bids and scope to stay within the project budget.
• Initiates repair projects based on site studies and interaction with program staff. Projects can include MEP installations, interior improvements, painting, carpentry, etc.
• Utilize software to track all open projects.
• Regularly review site mechanical, electrical, and other systems for efficiency and effectiveness. Work closely with site staff to understand customer use of the space and outline operational improvements.
• Review of utility systems and consumption; work with vendors to optimize site efficiency.
• Review current DOB Local Laws and new regulations. Identify areas for improvement.
• Interact with agency repair team, compliance reporting team, and on-site maintenance and repair teams. Identify and implement space improvements, overseeing construction, electrical, plumbing, painting, HVAC, and security systems through in-house or vendor teams.
• Create as-built drawings.

Operations Management

• Work with local site staff to better understand site and client needs and develop strategies to enhance and improve site operations through facilities systems, staffing, construction, installations, and repair.
• Conduct regular reviews of system with on-site facilities contacts. Help develop the skill level of on-site facilities staff and optimize their operations processes and procedures.
• Coordinate with senior facilities team to make sure all compliance, repair, and custodial operations are aligned;
• Help maintain facilities management database.
• Review vendor contracts; help create RFPs for service agreements.
• Perform other duties as assigned.

Minimum Qualifications:

• High school diploma or equivalency
• Must possess a valid driver's license.
• Must possess an OSHA 30 certification.
• Minimum of seven years of experience reading and reviewing construction documents, specification books, architectural plans, and engineering reports.
• Minimum of ten years of facilities management experience.
• Minimum of ten years of construction management experience.
• Minimum of five years of vendor management experience.
• Minimum of five years of budgeting experience with budgets of $2M or more.

Key Competencies:

• Excellent verbal and written communication skills.
• Proven ability to negotiate and renew contracts.
• Proficiency in Microsoft 365 and general computer skills.
• Strong managerial skills.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.