Facilities Manager

Facilities Manager
Salary: $75,000 - $80,000


About NYC Outward Bound Schools

Founded in 1987, NYC Outward Bound Schools is a nonprofit organization that partners with more than 100 public schools across NYC to engage students in equitable, immersive and joyful learning that prepares them to thrive in community, college and career. Our unique approach to programming focuses on adventurous learning — daring exploration, real-world engagement, and meaningful challenge — whether in school, local communities, or the outdoors. In schools, we coach teachers and school leaders to implement Crew, our signature advisory structure that supports student connection and belonging, and Instruction for Deeper Learning in the classroom. Outdoors, whether in the city or upstate at our wilderness basecamp, we deliver adventure programming to students, helping them realize that they can do hard things, and develop leadership skills like collaboration and initiative that transfer to the academic classroom. In all spaces where we work, we support students to be co-creators of their own learning and growth, in environments where their voices are heard and valued. Every day, we are proving that transformation and innovation can happen within a public school system, and that with truly equitable schools, all students — regardless of background or circumstance — are capable of achieving at high levels.

Role Summary

The Facilities Manager, reporting to the Senior Director of Finance and Operations, will play a critical role in leading short and long term facilities decisions and planning to address mission-critical facility and organizational needs at NYC Outward Bound Schools. This role oversees the facility management and building operations for our 23,000 square foot headquarters and key assets (i.e. small vehicle fleet, tenant/rental space, etc) located in Long Island City. As a member of the Operations team, the Facilities Manager will ensure that our building and related assets are functioning, operated, and maintained in accordance with our organizational mission and values, relevant compliance, and safety standards while developing and implementing systems to ensure our team can operate efficiently and safely. Additionally, in the coming few years the Facilities Manager will project manage a significant multi-million dollar upgrade to the facilities.

Essential Responsibilities

Strategic Facility Oversight & Maintenance (70%)

• Project manage a multi-year capital improvement program for the building totaling approximately $2.5M–$5M, overseeing upgrades and coordinating project stakeholders, to ensure improvements are delivered on time, on budget, and aligned with organizational priorities; in collaboration with the Leadership Team, identify and evaluate other building-related capital needs and improvement opportunities and determine priorities. 
• Conduct regular building walkthroughs to identify facilities and safety issues, ensuring timely follow-up and resolution.
• Perform routine and on-site repairs and maintenance tasks as needed to ensure timely resolution of facility issues
• Monitor and conduct appropriate repairs on key building systems (HVAC, electrical, plumbing, boiler, etc), and coordinate with vendors and contractors for necessary inspections and repairs.
• Manage facilities budget.
• Coordinate and collaborate with key office stakeholders to support staff safety and operational efficiency:
  • Safety Director: managing our fire safety system and other emergency response protocols, supporting fire/safety drills and inspections.
  • Office Manager: understanding office facility needs, responding to issues, and supporting daily operations.
  • Logistics Coordinator: collaborate on the use, organization, and upkeep of our basement and related outdoor programming materials storage areas.
  • Team Leads: ensuring building and space readiness for on-site trainings and related events.
  • Cleaning Service Vendor: Liaise with vendor and oversee cleaning crew when on-site.
• Interact with colleagues and program participants (students, teachers, school administrators), attending relevant all staff events/meetings, and communicating facility updates and information as needed.

Systems Implementation & Management (20%)

• Lead preventive maintenance planning for key building systems and assets, establishing and tracking timelines, required actions, and ongoing and upcoming maintenance needs to ensure safe, reliable, and long-term operation of facilities.
• Develop, implement, and maintain building, asset, and maintenance tracking system(s) that centralize asset data, service history, and  support proactive maintenance schedules, timely and effective asset management, and cost-effective planning and budgeting.
• Provide, coordinate and monitor staff training related to facilities operations and workspace safety.
• Manage documentation, and ensure compliance with organizational, local, state, federal requirements, including: 
  • Local code and regulations for NYC Dept of Buildings, NYC Department of Health & Mental Hygiene, NYC Fire Department,etc
  • Relevant OSHA/federal safety standards
  • Outward Bound USA’s Charter requirements

Vehicle Fleet Oversight (10%)

• Manage the organizational vehicle feet, including oversight of routine and preventative  maintenance, seasonal weatherization as needed, and scheduling and coordinating of regular repair and annual inspections. 
• Coordinate and collaborate with the Safety Director to ensure effective implementation of Authorized Driver policies, including documentation, appropriate training and assessment of all approved drivers.
• Coordinate and collaborate with the Logistics Coordinator to oversee vehicle availability, usage and parking  during Outdoor Adventure seasons.
• Oversee the insurance claims process related to vehicle incidents and accidents, including documentation, coordination with insurance providers, internal reporting, and follow-up to ensure timely resolution and risk mitigation.

Qualifications

• Minimum of 5 years of experience in facilities, building operation, or maintenance (non-profit, school, or similar institutional settings are a plus, but not required)
• Experience managing significant building/facilities project(s).
• Ability to project manage large projects over multiple years.
• Previous experience with (or willingness to learn and implement) facilities software (CMMS) and databases.
• Digital and tech proficiency, particularly with Google Workspace and Slack.
• Training or licensing in the following areas: plumbing, HVAC, electrical, and/or boilers.
• Holds or able to obtain
  • Required Certificates of Fitness
    • F-07 Fire and Emergency Drill Conductor
    • S-13 Citywide Standpipe System S-95
    • S-95 Supervision of Fire Alarm Systems
  • OSHA General Industry 30
  • Basic First Aid/CPR AED and Epinephrine
• Successful completion of 
  • NYC Department of Education fingerprinting screening.
  • MVR screening and demonstration of good driving record.
• Demonstrated dedication to our core values of community, courage, equity, integrity, and learning and our Equity Statement throughout all aspects of your work 
• Previous experience with (or willingness to learn and implement) facilities software (CMMS) and databases.
• Able to lift 40 pounds and work on feet for extended periods of time
• Willingness to be on call for facilities emergencies; work occasional evenings or weekend hours as needed
• Experience in either the outdoor and/or education sectors is considered a plus.

Benefits

• Medical, dental, and vision coverage
• HRA/FSA/Transit accounts
• Life insurance
• 403(b) with employer match after one year
• Generous PTO

Hours and Location

• Requires 5 days per week on site in Long Island City

Application Process

Candidates can expect to participate in the following steps as part of NYC Outward Bound Schools selection process. At each stage, our HR team will communicate timelines and expectations:

• Resume Screen
• Introductory Phone Interview (conducted by the hiring manager or our HR team)
• Panel Interview (conducted by the hiring manager, team members, and key collaborators) & Building Tour
• Final Interview

Studies have shown that certain populations, including women and people of color, are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

NYC Outward Bound Schools is an equal opportunity employer. We prohibit discrimination against, and harassment of, any employee or applicant for employment because of race, color, religion, sex, gender, pregnancy, genetic information, ethnic or national origin, sexual orientation, marital status, familial status, military or veteran status, qualified individuals with a disability on the basis of the disability, or any other category which may be protected under applicable state or federal law.