Job Information
Pine Street Inn Associate Director of Facilities Supportive Housing in Boston, Massachusetts
Associate Director of Facilities Supportive Housing
Department: Facilities & Capital Planning
Office: 444 Harrison Avenue
Location: Boston, MA
Position Type: Management
Hours/Shift: Morning - First Shift
Employee Type:: Regular Full-time
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SCHEDULE: Monday - Friday, As Needed
LOCATION: All Pine Street Inn Properties On-Site Required
JOB ESCRIPTION:
SUMMARY OF THE POSITION:
This individual oversees the upkeep, budget and staffing and directs all maintenance, repair and grounds-keeping for all Congregate and Low Threshold Housing. Housing units are in scattered locations across the Greater Boston areas including Dorchester, Boston, Waltham, Mattapan, Roxbury, Malden, Chelsea and Jamaica Plain.
The incumbent will ensure that work orders are completed in a timely and professional manner, and that vendors and contractors have appropriate oversight while on PSI property. The Associate Director of Facilities Supportive Housing will also provide timely and complete communication to appropriate staff as to the status of scheduled projects, inspections, and emergency issues to ensure a high level of customer satisfaction.
The Associate Director of Facilities Supportive Housing ensures performance standards, goals and metrics are established and followed regarding work orders, vendor management, contractor management and staff issues. The Associate Director bears the responsibility for operational continuity as it pertains to facility and grounds.
Pine Street Inn operates 24 hours a day, seven days a week. Consequently, it will be necessary to work on holidays on occasion, be on call (on a regularly scheduled basis) and be present during snow and weather emergencies.
REQUIREMENTS:
QUALIFICATIONS:
EDUCATION & TRAINING:
REQUIRED:
High school diploma or GED
Qualifies to drive a PSI fleet vehicle
PREFERRED:
Associates degree
KNOWLEDGE & EXPERIENCE:
REQUIRED:
Minimum of five (5) years of supervisory level experience in Supportive Housing Maintenance
Knowledge of preventative maintenance and safety / OSHA training
MENTAL ABILITIES/SKILLS:
REQUIRED:
Individual must have excellent organizational skills, be a good communicator and have good interpersonal skills
Excellent organizational skills & ability to work independently
Ability to work with a diverse population
The ability to solve problems creatively while meeting deadlines
Ability to prioritize and handle several projects at once
Flexibility, common sense and patience are a must
PHYSICAL ABILITIES/SKILLS:
REQUIRED:
Ability to climb stairs and ladders and to access all areas of all buildings
Ability to lift 50 lbs.
Ability to stand for long periods of time
Ability to sit at a desk and computer terminal for occasional extensive periods of time
ESSENTIAL FUNCTIONS INCLUDE, BUT ARE NOT LIMITED TO:
Oversees and works with Facility Administrator and Supervisors for scheduling on-site maintenance and grounds-keeping team. Ensures staffing levels are appropriate with regards to monthly payroll and OT reporting. Provide support to off-shift staff as needed.
Develop and implement facility inspections to ensure all housing meets state building codes, HUD standards and different supported housing agencies PSI has a partnership
Develop a work order report through work order database to determine if the department is efficiently assigning and completing work order in a timely manner. Work with the Director of Facilities and Capital Planning in setting measurable goals on completed in a month. This includes random physical inspection of work done by maintenance staff members and follow up with supervisors on their inspections.
Develop and support direct reports to achieve personal and department goals by establishing measurable performance goals and utilizing trainings and coaching opportunities
Work to ensure and uphold lease agreements and relationships with landlords.
Work with the Director of Facilities and Capital Planning to set yearly budgets focusing on long-term planning. Manage budgets and expenses monthly and bring any inconsistencies to the Director of Facilities and Capital Planning.
Ensures vendors and contractors have appropriate oversight while on PSI property
Ensures compliance with safe and sanitary working conditions, applicable building codes, and public safety standards. Work with city, state and departmental officials on inspections, permitting and compliance monitoring
Develop and work with direct reports to implement timely and complete communication to appropriate departments and staff as to the status of projects in their area to ensure customer satisfaction. Develop a weekly measurable standard to ensure direct reports are communicated effectively.
Oversees and follows through of work related to capital projects, under the direction of the Director of Facilities and Capital Planning
Work with direct reports to develop and implement a process to order, track and manage supplies and materials. Develop a monthly report to ensure the department is within established budget lines. Justify any extra spending.
Performs periodic needs assessments of facilities.
Work with Director of Safety and Emergency Management to ensure continuity of operations planning is feasible. Advise and implement recommendations from the COOP to ensure shelters remain operational.
Maintains employee records, evaluations, payroll records, disciplinary actions and terminations.
Work with Facility Director on PM contracts ensuring they are up to date and are adhering to the PSI purchasing policy.
Prepares and monitors annual budget for labor and other expense items. Establish monitoring and approval for weekly and monthly purchases.
Meets regularly for supervision of all direct reports 4 times a month and at least twice yearly with all staff. Develop a training plan for supervisors that is related to their areas that will be able to help them grow in their role and be able to bring the training back to their direct staff.
Updates the Director of Facilities and Capital Planning on any concerns or issues with budget, supply staffing or performance issues.
Train Direct reports on HR/disciplinary actions and terminations. Monitors compliance. Provides guidance on appropriate responses and assists with difficult situations.
Directs snow removal operations to ensure guest and staff safety while monitoring resources.
As appropriate, manages response to natural or man-made emergency situations
Ensures emergency and routine calls are responded to in compliance with departmental policies
Performs other duties as assigned.
Agency/Mission Support
Continually improves guest, tenant and staff experience through partnerships with all PSI departments.
Lead, manage, support and retain staff who work directly with individuals with untreated mental illness and substance abuse issues.
Demonstrate and support organizational efforts around diversity, equity and inclusion.
Addresses inappropriate behavior using proper judgment, program rules and standards, personnel policies and recourse to the progressive discipline procedure as necessary.
INTERNAL CANDIDATES, IF INTERESTED IN APPLYING FOR THIS POSITION, PLEASE SUBMIT A PROMOTION/TRANSFER APPLICATION TO THE HUMAN RESOURCES DEPARTMENT WITHIN 10 DAYS OF POSTED DATES.
Pine Street Inn is an Equal Opportunity/Affirmative Action Employer.
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