Hartley House · 8 hours ago
Facilities and Operations Manager
New York, NY
Full-time
Hybrid
Mid LevelHartley House is seeking a Facilities and Operations Manager to oversee the operational efficiency of their building across all Hudson Guild sites. This role involves maintaining a secure and welcoming environment, supervising maintenance and reception staff, and ensuring compliance with health and safety regulations.
EducationEventsNon Profit
Responsibilities
Ensure reception and public-facing areas reflect a welcoming, professional environment
Oversee front desk operations across sites, ensuring excellent customer service for participants, visitors, and community members
Coordinate reception coverage, scheduling, and support needs in collaboration with site leadership
Serve as a key point of contact for space users, guests, deliveries, and building inquiries
Ensure appropriate communication between reception staff and facility/maintenance teams regarding building needs
Support scheduling and preparation for internal and external space use, rentals, and events
Coordinate and update staff schedules to ensure adequate building coverage at all times
Provide front desk coverage, serving as the first point of contact for visitors and callers; manage check-ins, answer phones and emails, and support day-to-day front desk operations
Ensure front desk operations are maintained in the absence of reception staff
Conduct building walkthroughs ensure all facilities meet required health, safety, and fire codes
Supervise maintenance staff at all sites, including hiring, training, evaluating performance, and recommending termination when necessary
Train and instruct maintenance staff on tools, equipment, and best practices
Plan, develop, and prioritize weekly work plans and facility improvement projects
Maintain equipment in optimal condition and coordinate repairs or replacements
Maintain inventory of maintenance supplies and tools and coordinate distribution across sites
Coordinate routine inspections and emergency repairs with outside vendors
Oversee pest control, work orders, estimates, and NYCHA service tickets
Manage relationships with NYC Housing Authority and other external facility partners
Prepare monthly inspection and service reports for all sites
Become certified as Fire Marshall and Fire Drill Conductor within 6–9 months
Conduct fire drills and monitor alarm and security systems Respond to emergency situations during evenings and weekends as needed
Ensure compliance with all regulatory and funding source facility requirements
Supervise building set-ups for programs, rentals, and special events
Oversee internal and external space rentals to ensure appropriate preparation and coverage
Prepare and manage space use schedules across all Hudson Guild locations
Manage and maintain regulatory health and safety binders to ensure ongoing compliance
Coordinate and update staff schedules to ensure adequate building coverage at all times
Capacity to balance administrative responsibilities with active monitoring of the facilities
Approve time off and timesheets for maintenance and reception staff
Serve as the primary point person for facility-related requests and keep staff updated on service timelines
Manage the tracking and coding of operational vendor invoices to ensure timely payment and budget accuracy
Serve as back-up in the absence of the Director of Operations
Engage in professional development and apply evidence-based best practices
Participate in data analysis and Continuous Quality Improvement (CQI) processes with the Evaluation and Quality team
Other related duties as assigned
Qualification
Required
Minimum H.S. diploma or equivalent professional experience
Supervisory experience required
Experience managing reception, administrative or facility assistant role
Must be on call 24 hours for emergencies and available to accommodate schedule changes
Proficient in MS Office or Google Suite
Knowledge of Federal, State, and City codes involving construction, fire safety, sanitation, and building operations
Strong project management skills with attention to detail
Excellent communication and interpersonal skills to interact with staff, visitors, vendors, and community stakeholders
Ability to work independently with limited supervision, especially during late-afternoon or evening hours
Strong organizational and problem-solving abilities to manage complex logistics and timelines
Must have or be willing to obtain Certificate of Fitness S-95, F07 and F01
Company
Hartley House
Hartley House is a community that provides educational and social service programs for the people who live and work in New York.
Founded in 1897
11-50 employees
Funding
Current Stage
Early StageRecent News
2024-10-18
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