Senior Director Capital Project Maintenance- Agency Admin

Vice President Project Management 
Department: Administrative Supports – Capital Projects
Location: Old Bethpage, NY; some travel required
Reports To: Chief Administrative Officer
FLSA Status: Exempt
Pay Range: $95,000- 120,000

ORGANIZATION SUMMARY

Family Residences and Essential Enterprises, Inc. (FREE) benefits and proudly supports more than 4,000 individuals with intellectual / developmental disabilities, mental illness and traumatic brain injury. It is the mission of FREE to support people of all abilities reach their full potential and thrive in their communities. FREE provides a diverse array of supports and services including: housing; recovery services; transition to work; employment; day, community and family services; respite; crisis services; education and after school support; specialty health services; and advocacy.

POSITION SUMMARY

Under the supervision of the Chief Administrative Officer, the Vice President plans and coordinates the activities and operations of daily maintenance, property management, and assigned capital improvements projects.  Executes all aspects of contracted services for capital projects for the agency ensuring the timely, accurate, and cost-effective completion of projects. This position is responsible for the direct supervision of the Senior Property Director, Director of Project Management, Facilities Director and Project Assistant.  The position is full time and exempt from overtime.

DUTIES, RESPONSIBILITIES, AND ESSENTIAL FUNCTIONS

• Leads in project management and full execution of capital renovation projects, including the development of Scopes of Work for special projects and small to mid-size renovations.
• Leads in the development, oversight, tracking, and expenditures of capital projects within FREE Network as identified in partnership with operations and property director teams.
• Develops the agencies annual capital project plan and manages the execution including regular budget review.
• Identify cost-saving opportunities and implement efficiency improvements.
• Implement and monitor systems for recurring inspections, service contracts and equipment servicing.
• Responsible for acquiring, opening and development of new housing opportunities; including communication with regulatory bodies (OPWDD/OMH) and ensuring all regulations are being followed and deadlines are being met.
• Leads the organization in the Prior Property Approval (PPA) process associated with all residential properties.
• Assists in developing, soliciting, and awarding sealed bids, requests for proposals (RFP), request for quote (RFQ) and request for information (RFI) related to construction and maintenance service contracts.
• Assists in contracting for maintenance services, including cleaning, landscaping, snow removal, appliance repair, dryer vent, gutter, power washing and other ongoing services as requested.
• Works closely with the Legal Counsel to conform language to compliant with the New York State contract requirements and create and expedite contracts including knowledge of the American Institute of Architects (AIA) Contracts software system.
• Participates and maintains ongoing relations and documentation with DDRO on all EMOD matters including scope of work, bidding process, MWBE/SDVOB vendor sourcing, NYS reporting and contract execution.
• When applicable, responsible for planning, organizing and expediting the closing of facilities, working with Agency Leadership, Maintenance team, and movers to meet tight timelines in accordance with closings.   
• Research and vets agency vendors to maintain a pool of reliable and qualified vendors for the agency
• Establishes positive working relationships with co-workers, management, other departments, affiliated agencies, contactors and vendors and other valued stakeholders.
• Assists in maintaining good relationships with members of surrounding communities.
• Responsible for timely review and approvals of property related purchases.

• Maintains and contributes to the property maintenance network within our organization.

• Handles program equipment, consumable materials and resources in a cost-conscious manner.
• Ensures that all required documentation (paper and electronic) is completed /processed appropriately, in a timely manner, and meets quality and compliance thresholds.

• Performs other duties as assigned.

Responsibilities of All FREE Employees

• Always communicate in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.

• Complies fully with FREE’s confidentiality policies by holding in strictest confidence all information pertaining to members, residents, the people we support and their families, clients, providers, contractors, and employees.
• Meets all safety training requirements; adheres to all safety policies and reports any and all unsafe conditions; takes measures to prevent accidents and/or eliminate conditions that pose a safety or health risk.
• Coordinates, supports, attends and participates in all required events/ meetings/ reviews/ committees, including ones outside of standard working hours.
• Meets all job requirements and stays in compliance.
• Adheres to FREE’s standard of ethical behavior as outlined in the Employee Handbook and Code of Conduct as well as applicable laws and regulations.

Responsibilities of FREE Employees in Leadership/Management Positions:

• Ensures compliance with FREE policies, procedures, and operating standards. 
• Implements a continuous quality improvement process for department services and administrative functions.
• Assists in the development, implementation and administration of Human Resources policies and programs including compliance with Equal Employment Opportunities and Affirmative Action Programs.

Please note the above duties, responsibilities, and essential functions are a non-exhaustive list, and may be changed by FREE at any time, with or without notice to the employee.

QUALIFICATIONS

• Education:
  • Associate’s Degree required. Bachelor’s Degree preferred.
• Experience:
  • Minimum 5 years of related experience
• Specialized Training, Licenses, Certifications:
  • Not required, training will be provided upon hire as needed
• Knowledge, Skills, Competencies, and Abilities:
  • Computer literacy required; familiarity with Microsoft Office Suite, including Excel and Smartsheets.
  • Ability to multitask - perform a variety of tasks simultaneously, with an acceptable outcome for each.
  • Demonstrated ability to work in a team environment with flexibility, keeping others informed and anticipating needs is essential.
  • Must be efficient, well organized, and have excellent communication skills.
  • Strong problem-solving skills
  • Excellent oral and written communication skills, and capable of resolving escalated issues arising from operations and requiring coordination with other departments.
• Other Requirements:
  • Valid NYS Driver’s License and satisfy criteria to be a driver for FREE

WORK ENVIRONMENT

This role is performed in-person. Regular visits of locations within the FREE network across Long Island and the Queens is required.

PHYSICAL REQUIREMENTS

• Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours).
• Employee is required to effectively communicate both verbally and in writing.

• Employee is required to operate standard office equipment such as computers, phones, photocopiers, fax and filing cabinets.
• Employee is required to reach with hands and arms.
• Employee is required to be able to lift and/or move light items occasionally.

Notwithstanding the above listed physical requirements of this position, FREE will provide reasonable accommodations to allow employees to perform the essential functions of the position, provided such reasonable accommodations do not cause undue hardship on FREE.

FREE is an equal opportunity employer and provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, gender, gender identity, sexual orientation, national origin, age, disability, genetics, or any other protected characteristic. In addition to federal law requirements, FREE complies with applicable state and local laws governing non-discrimination in employment in all of its locations. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, recall, transfer, leaves of absence, compensation, and training.