Director of Facilities - Brooklyn, NY

2024-12-11T17:00:00Z

The Legal Aid Society is proud to be the largest, most influential social justice law firm in New York City. Our more than 2,000 staff provide services through a network of 25+ locations across all 5 boroughs (Our Locations - The Legal Aid Society (legalaidnyc.org). These locations include leased neighborhood offices and locations at courthouses, jails, and detention centers.

The Director of Facilities reports directly to the Chief Facilities and Administrative Officer (CFAO) and is

a key leader responsible for overseeing all facilities operations and maintenance staff, ensuring all

facilities-related needs are met across locations, and overseeing organization-wide safety and security,

including routine updates to each location's emergency action plans. Success in this role requires

exceptional skills in planning, management, and communication, as well as a commitment to

maintaining high- quality standards and customer service.

The role requires an innovative, collaborative leader who can work across the three Practices (Civil, Criminal, and Juvenile Rights), Administrative teams, staff, clients, unions, and other stakeholders to deliver results and meet objectives.

ESSENTIAL DUTIES/RESPONSIBILITIES

Space Planning Management + Administrative Functions

• Develop and implement comprehensive facility management strategies aligned with organizational goals, including emergency preparedness and response initiatives
• Oversee preventative maintenance programs to ensure building systems (heating, plumbing, electrical) function properly and repairs are made promptly
• Maintain strong relationships with property management and vendors to resolve facility issues promptly
• Manage WinDSX, Software House and other security systems, including proximity card issuance and access levels
• Collaborate with internal stakeholders to assess space needs, plan moves, renovations, and capital projects
• Ensure all projects are completed on time and within budget, coordinating with contractors and other parties, managing projects from conception to completion under the guidance of the CFAO
• Regularly assess physical space to proactively improve functionality and efficiency
• Gather feedback from staff to optimize space utilization and enhance workplace satisfaction
• Responsible for ensuring all Facilities support requests receive clear and timely follow-up and appropriate resolution, including selection and implementation of a ticketing system

Team Development and Leadership

• Provide leadership, guidance, and mentorship to the facilities team, including the Building Maintenance Coordinators
• Promote professional development by identifying training opportunities and certifications that align with team members' career goals and the agency's needs
• Assign specific tasks and projects based on individual strengths and priorities
• Coordinate regular inspections and evaluations with the facilities team to maintain high standards of operational efficiency and safety
• Facilitate team meetings to review progress, address challenges and celebrate achievements fostering a sense of teamwork and accountability
• Schedule employee hours, assign work, approve time off and remote work schedule requests following the guidance of LAS policy and procedures
• Attend management meetings, participate in management trainings, and utilize current employment policies, practices and guidance as provided by management and Human Resources
• Conduct management and supervision practices that affirmatively support equity and inclusion in the workplace
• Resolve employee conflict, complaints, and address union concerns, with guidance from the CFAO and Human Resources
• Supervise direct reports in setting performance standards, provide routine feedback as well as coaching/counseling, and issue disciplinary action as needed

Budgeting and Financial Management

• Oversee all procurement activities related to facilities supplies, equipment, and services aligned with the operational needs of the facility. This includes the timely sourcing of essential items, in accordance with LAS procurement policies, ensuring quality standards are maintained, and that all materials contribute to efficient and safe facility management
• Ensure invoices are certified timely and sent to Accounts Payable for payment
• Proactively seek opportunities for cost reduction and value improvements without compromising the quality or timeliness of the goods and services provided
• Track procurement expenditures to ensure they align with the approved budget. Provide regular reports on spending and identify trends or areas of concern. Work closely with the finance department to adjust budgets as needed and implement cost-saving initiatives that do not impact the overall quality or delivery of services
• Take on special projects as directed by CFAO, which may include initiatives to improve operational efficiency, sustainability efforts, or the introduction of new technologies and systems for facilities management. Making sure that each project is delivered on time and within budget, meeting the strategic objectives of the organization

Professional Development and other duties as assigned

• Participate in continuous professional development
• Continuously learn about forms of bias in the workplace and demonstrate affirmative behaviors that support an inclusive work environment
• Other duties as assigned

TRAINING AND QUALIFICATIONS

Required Qualifications:

• Bachelor's degree and 6 years of work experience, at least 3 years of which are in are in a supervising/leadership capacity or 10 years of equivalent education and work experience, at least 5 of which are in a supervising/leadership capacity.
• Knowledge of office space planning, building codes and skilled trades (electric, plumbing, painting, masonry, etc.), OSHA and ADA regulations.
• Proficiency in budget management, financial analysis, and vendor negotiation.
• Proficient in Microsoft Office Applications (Office 365).
• Highly organized, with the ability to prioritize tasks, delegate responsibilities, and manage multiple projects simultaneously.
• Demonstrates effective communication, leadership skills and critical thinking skills and strong interpersonal and communication skills.
• Availability for occasional evening or weekend work as needed.

Preferred Qualifications:

• Familiarity with relevant software and technology tools for facility management, facility operations, space management, and employee seating applications.
• Understanding of New York City building codes, regulations, and zoning requirements.
• Performed function with little or no supervision in a timely manner with acceptable quality.
• 5+ years in facilities management

REQUIRED DOCUMENTS

Please submit these documents as a single combined PDF when you apply via the LAS (Legal Aid Society) Recruitment Portal.

• Cover Letter
• Resume

SALARY TRANSPARENCY

The posting reflects the range of potential salaries for the role. The specific salary offers will be dependent on candidate qualifications, including collectively bargained salary steps for unionized roles.

Salary Range/ Salary: $123,000 - $133,000

SALARY AND BENEFITS

The leadership of The Legal Aid Society believes in attracting and retaining exceptional talent committed to serving our clients. We offer a generous benefits package including health insurance, paid vacation, disability, and life insurance, and more. Salaries for our unionized jobs are governed by our Collective Bargaining Agreement. Please visit our Careers page for additional information. Salary and benefits information will be available to applicants, when and if an offer is made.

Click here to read more about the benefits of working at The Legal Aid Society

HIGHER EDUCATION AND LOAN FORGIVENESS

The Legal Aid Society is a qualified employer for the purposes of the Public Service Loan Forgiveness. This position allows an employee to take advantage of PSLF and other State and Federal loan forgiveness programs.

Additionally, employees who are New York residents may be eligible for assistance from New York state to assist with loan repayments, depending on years of practice.To learn more, click the links below.

studentaid.gov

hesc.ny.gov/loan-forgiveness-programs

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The leadership of The Legal Aid Society is committed to a work culture of zealous advocacy, respect, diversity and inclusion, client-oriented defense, access to justice and excellent representation. We are dedicated to building a strong professional relationship with each of our clients, to understanding their diverse circumstances, and to meeting their needs. Our ability to achieve these goals depends on the efforts of all of us.

WORK AUTHORIZATION

All applicants must be legally authorized to work in the United States for any employer without sponsorship for a work visa or permit. We are currently unable to sponsor employment visas or permits. (However, for citizens of Canada and Mexico, LAS will provide a letter documenting employment status that is needed to obtain a TN visa.)

HOW TO APPLY

All applications must be completed online. We do not accept paper submissions. Please visit our Careers Page to review all current job postings, and instructions on the application process. For technical difficulties or questions regarding this posting, please email jobpostquestions@legal-aid.org.

As an Equal Employment Opportunity (EEO) Employer, The Legal Aid Society prohibits discriminatory employment actions against and treatment of its employees and applicants for employment based on actual or perceived race or color, size (including bone structure, body size, height, shape, and weight), religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, gender identity (one's internal deeply-held sense of one's gender which may be the same or different from one's sex assigned at birth); gender expression (the representation of gender as expressed through, for example, one's name, choice of pronouns, clothing, haircut, behavior, voice, or body characteristics; gender expression may not conform to traditional gender-based stereotypes assigned to specific gender identities), disability, marital status, relationship and family structure (including domestic partnerships, polyamorous families and individuals, chosen family, platonic co-parents, and multigenerational families), genetic information or predisposing genetic characteristics, military status, domestic violence victim status, arrest or pre-employment conviction record, credit history, unemployment status, caregiver status, salary history, or any other characteristic protected by law.

Brooklyn - Criminal Defense Practice Office