Facilities Manager at Legal… · White…

FACILITIES MANAGER Full Time · Location: White Plains, NY, US   Legal Services of the Hudson Valley http://www.lshv.org Job Type: Facilities Manager – White Plains office Schedule Type: Full-Time  About Us For more than 50 years, Legal Services of the Hudson Valley (LSHV) has been providing free, high-quality legal counsel in civil matters when basic human needs are at stake including: eviction and foreclosure prevention, domestic violence, disability, elder law, healthcare, consumer fraud and more. Our services support almost 600,000 poor and low-income families and individuals who cannot afford an attorney in our seven-county service area. With the gap separating those who can and cannot afford legal representation widening each day, we work to ensure that everyone has equal access to justice, regardless of their ability to pay. As the only provider of comprehensive civil legal services in the lower and mid-Hudson Valley (Westchester, Putnam, Dutchess, Rockland, Orange, Ulster and Sullivan), LSHV is proud to have handled over 12,000 cases impacting nearly 30,000 household members including 10,000 children last year. LSHV is made up of ten offices, and a dedicated and highly skilled staff of attorneys, paralegals and administrative professionals. Legal Services of the Hudson Valley is dedicated to building a highly skilled workforce that reflects the communities we serve and where everyone feels supported to bring their authentic selves to work. We are committed to promoting equity for all, and we continuously review and strengthen our processes and practices to support our staff, clients and the communities we serve. Respect is a cornerstone of relationships among our staff.  Position Description The Facilities Manager and Safety Officer will be responsible for physical infrastructure and development and implementation of comprehensive safety policies and procedures at LSHV’s 11 locations (one owned and ten leased) throughout the Hudson Valley..  Facilities Management • Facilities Management • Provide technical expertise in the planning, construction and maintenance of equipment, systems and building infrastructure. Manage and/or support facility modifications and capital improvement projects. Collaborate on the coordination and execution of building space allocations, including detailed drawing and envisioning of floor plans, coordinating and executing office moves and expansions. Monitor facilities at all LSHV sites, determine and manage necessary modifications and facility repair work, and be physically present at LSHV’s different office locations as needed to oversee facilities-related work. In charge of ensuring that LSHV receives competent services from maintenance and construction vendors. • Perform routine inspections of facilities and equipment at all LSHV sites regularly. Diagnose and coordinate repair of minor issues with plumbing, electrical systems, HVAC systems, and other mechanical systems. Conduct minor repairs to fixtures, doors, windows, and furniture, and complete all other minor repairs as needed. • In collaboration with the Senior Director of Operations and Attorneys-in-Charge, ensuring that boxes of closed case files are transported from local offices, as needed, and adequately retained for the mandated duration in our centrally maintained storage facility. • Coordinate with vendor, Attorneys-in-Charge, and property management on the annual file purge of obsolete central storage files and obtain a certificate of destruction. • Work cross-functionally with the Senior Director of Operations and Attorneys-in-Charge to coordinate and successfully execute maintenance and facility projects. • Communicate with landlords/management companies about issues at rental premises, conduct necessary follow-up, and ensure successful resolution, which includes but is not limited to site visits to coordinate repairs as needed. • Assist senior management with strategic planning and annual budgeting to ensure strategies are successfully executed within financial guidelines and the management process. • In coordination with the IT Department, maintain agency-wide asset logs for all fixed assets, including coordination with local offices to ensure accurate asset tracking and the completion of asset audits as needed. • Keep real estate and equipment lease projections current, in addition to maintaining fixed assets, conducting physical inventories, monthly reviews by location and other inventory schedules.  • Act as LSHV’s safety officer, including but not limited to obtaining quotes and arranging for active shooter training/violence in the workplace; creating site and enterprise level emergency plans; and arranging for/implementing fire drills at all sites. Complete security audits as necessary • Manage and maintain all LSHV security systems and ensure that they are functioning appropriately, including responding if local office staff are not available. • Assist the CFO and Office Manager of Finance and Administration who are the primary liaisons with LSHV’s insurance broker, by compiling limits and other data for inclusion in insurance renewals, and interface with the broker to provide that information in between renewals on new leases and auto acquisitions to ensure that appropriate coverage is maintained. Provide building details and Business Personal Property Limits to the broker for new locations. • Assist with IT-related duties as needed, such as building machines or conference room setups. • Monitor & manage the BMS System (Building Management System) • Monitor elevator maintenance and schedule annual inspections. • Schedule Fire extinguisher annual inspections. • Schedule fire flow valve testing and quarterly smoke detector testing. • Add and remove staff from alarm systems with All Time Detection. • Update Disaster Recovery plan, Emergency Management plan, Calling tree and emergency contact lists. Test DRP procedure with MSP in coordination with IT Department to ensure business continuity. • Secure vendor quotes for various projects. • Manage vendors to ensure appropriate completion of all facilities related repairs and work.  • Manage office cleaning schedules for all locations. • Assist in moving personnel within or between buildings. • Ensure preventive maintenance is being performed quarterly on our HVAC, split systems, gas & steam fired burners. • Review and approve Accounts Payable invoices. • Other duties as delegated by Senior Director of Operations • Qualifications • Bachelor’s degree • Experience in facilities maintenance and project management • Excellent proficiency in Excel; PowerPoint, Strong proficiency in Word  • Strong communication skills both verbal and written • Must have excellent work habits, including a willingness to work overtime or on-call as required. • Multi-Task and prioritize events and responses • Basic skillset in architectural design program is preferred but not required • Proven experience in facilities maintenance or a similar role. • Strong knowledge of plumbing, electrical, HVAC systems, and general repair techniques. • Ability to use hand tools, power tools, and diagnostic equipment. • Excellent problem-solving skills and attention to detail. • Good communication and interpersonal skills. • Ability to work independently and manage time effectively. • Physical stamina and strength to handle lifting, carrying, and standing for extended periods. • May involve working in various conditions, including exposure to dust and noise. Legal Services of the Hudson Valley is a proud equal opportunity employer. People of all races, color, religion, gender, sexual orientation, gender identity, national origin, age, disability and veteran status, are strongly encouraged to apply.