Assistant Director of Facilities

The Phoenix Group; New York (NY); On-site; USD 95,000 - 130,000; Full time

Job summary

The Phoenix Group is seeking an Assistant Director of Facilities to oversee the operational management, safety, and maintenance of a broad network of community-based facilities in New York. You will assist in supervising operations across multiple sites, implement preventative maintenance, and ensure regulatory compliance.

You will lead security initiatives, manage vendor contracts, and coordinate with site staff to maintain safety and efficiency.

Qualifications

• 5+ years in facilities management with at least 3 years in a supervisory role overseeing multi-site environments.
• Proven track record managing HVAC, electrical, plumbing, fire safety, and building systems.
• Knowledge of OSHA, Local Building Codes, and fire safety compliance.
• Strong vendor management, contract negotiation, and procurement skills.
• Excellent written and verbal communication skills.
• Valid driver’s license to operate agency vehicles across boroughs.
• Proficiency in facility management software (e.g., Freshworks).
• Ability to respond to emergency situations promptly and effectively.
• Physical ability to lift up to 50 lbs; willingness to work evenings/weekends.

Responsibilities

• Assist the Facilities Director in supervising operations across multiple sites, ensuring efficient and compliant facility management.
• Develop and implement preventative maintenance programs for HVAC, electrical, plumbing, and building systems; coordinate repair and maintenance activities with external contractors and internal staff.
• Oversee safety protocols, fire safety procedures, and regulatory compliance, including preparing facilities for inspections by city and state agencies.
• Manage and monitor contracts with maintenance and security vendors, including security upgrades, guard services, and emergency response systems.
• Conduct routine facility inspections and walkthroughs to identify and resolve operational issues.
• Respond promptly to emergency facilities issues, including disaster response, repairs, and safety hazards.
• Maintain accurate records of maintenance activities, safety inspections, and systems data within facility management software.
• Lead security-related initiatives, including overseeing security system upgrades, managing security personnel, and conducting security incident trainings with Site Security Leads.
• Collaborate closely with on-site maintenance, security, and administrative staff, fostering strong communication and operational workflows.
• Ensure all facility operations align with organizational goals, safety standards, and compliance requirements.
• Support ongoing training initiatives related to security, safety, and maintenance best practices.

Skills

Facilities management

Vendor management

Contract negotiation

Security systems knowledge

Operations leadership

Regulatory compliance

Tools

Freshworks FM

Job description

The Assistant Director of Facilities oversees the operational management, safety, and maintenance of a broad network of community-based facilities. This leadership role ensures the optimal performance of building systems, adherence to safety and compliance standards, and the implementation of security and maintenance protocols, directly impacting organizational effectiveness and service delivery.

Key Responsibilities

• Assist the Facilities Director in supervising operations across multiple sites, ensuring efficient and compliant facility management.
• Develop and implement preventative maintenance programs for HVAC, electrical, plumbing, and building systems; coordinate repair and maintenance activities with external contractors and internal staff.
• Oversee safety protocols, fire safety procedures, and regulatory compliance, including preparing facilities for inspections by city and state agencies.
• Manage and monitor contracts with maintenance and security vendors, including security upgrades, guard services, and emergency response systems.
• Conduct routine facility inspections and walkthroughs to identify and resolve operational issues.
• Respond promptly to emergency facilities issues, including disaster response, repairs, and safety hazards.
• Maintain accurate records of maintenance activities, safety inspections, and systems data within facility management software.
• Lead security-related initiatives, including overseeing security system upgrades, managing security personnel, and conducting security incident trainings with Site Security Leads.
• Collaborate closely with on-site maintenance, security, and administrative staff, fostering strong communication and operational workflows.
• Ensure all facility operations align with organizational goals, safety standards, and compliance requirements.
• Support ongoing training initiatives related to security, safety, and maintenance best practices.

Qualifications & Requirements

• Minimum 5 years’ experience in facilities management, with at least 3 years in a supervisory role overseeing multi-site environments.
• Proven track record managing HVAC, electrical, plumbing, fire safety, and building systems.
• Knowledge of regulatory standards including OSHA, Local Building Codes, and fire safety compliance.
• Strong vendor management, contract negotiation, and procurement skills.
• Excellent written and verbal communication skills.
• Valid driver’s license with ability to operate agency vehicles across boroughs.
• Proficiency in facility management and work order software systems (e.g., Freshworks or similar).
• Ability to respond to emergency situations promptly and effectively.
• Physical ability to lift up to 50 lbs and conduct routine facility inspections.
• Flexibility to work evenings and weekends as needed for emergency response or inspections.

Nice-to-Have Qualifications

• Prior experience in non-profit or community services facilities.
• Knowledge of physical security systems and protocols.
• Experience working within union or non-union environments.
• Familiarity with security technology, incident reporting, and safety training.

Core Technical Skills

• Facilities Maintenance & Operations
• Safety & Fire Compliance (OSHA, FDNY, DOB)
• Security Systems & Protocols
• Work Order and Facility Management Software (e.g., Freshworks)
• Emergency Response & Disaster Recovery
• Borough/City Inspection Preparedness

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.