Facilities Manager and Safety Officer

Legal Services of the Hudson Valley

http://www.lshv.org

Job Type: Facilities Manager & Safety Officer – 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 27,500 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 diverse communities we serve and where everyone feels empowered to bring their authentic selves to work. We are committed to racial justice and promoting equity for all, and we continuously review and strengthen our processes and practices to empower our staff, clients and the communities we serve. Respect is a cornerstone of relationships among our staff. Our affinity groups are self-directed and provide a space for members to support one another and their shared vision. We encourage applications from people of all identities.

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. A company vehicle will be provided.

Essential Duties:

• Coordination of Build Out, Repair and Maintenance at all Facilities

• Provide technical expertise in the planning, construction, and maintenance of equipment, systems and building infrastructure.

• 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.

• Ensure that all aspects of facilities are adequately maintained. Perform routine inspections of facilities and equipment. Determine and manage and/or support necessary modifications, repairs and replacements, including vendor selection and management where applicable. 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.

• Maintain an ongoing dialogue and working relationship with staff from other departments to ensure facilities needs and problems are quickly communicated, identified, and resolved.

• At the location that LSHV owns, also ensure performance of preventive maintenance of building systems, such as HVAC and elevator, and inspections such as elevator and fire safety.

• Conduct minor repairs to fixtures, doors, windows, and furniture, and other minor repairs as needed. Assemble and dissemble furniture and move

• At the location that LSHV owns, monitor and manage the BMS System (Building Management System)

• Case File Management

• In collaboration with the Operations Counsel and Attorneys-in-Charge, ensure that offices’ closed case files are transported to other locations for storage, as needed.

• Coordinate with Attorneys-in-Charge, vendors and landlords to accomplish annual purge of obsolete central storage files and obtain a certificate of destruction.

• Safety Officer

• Act as LSHV’s safety officer, including but not limited to obtaining quotes and arranging for active shooter/violence in the workplace training; creating site and enterprise level emergency plans; and arranging for/implementing fire and other drills. Complete security audits as necessary. Update Disaster Recovery Plan, Emergency Management Plan, calling tree and emergency contact lists. Test DRP procedure with Managed Services Provider in coordination with IT Department to ensure business continuity.

• Manage and maintain users and messages for Motorola RAVE Alert silent notification system.

• Manage and maintain all LSHV security/alarm and camera systems and ensure that they are adequate and operational.

• Assist with internal security incidents as necessary.

• Vendor Management

• Secure all vendor quotes for various projects and grants.

• Review and approve Accounts Payable invoices.

• Manage vendors to ensure appropriate completion of all facilities related repairs and work.

• Manage office cleaning schedules for all locations.

• Coordination of Leases, Moving, Leases and Insurance and Support of Senior Management

• Assist in moving personnel within or between buildings.

• Keep real estate and equipment lease projections current, in addition to maintaining fixed assets, conducting physical inventories, and other inventory schedules.

• Assist the CFO who is the primary liaison 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 senior management with strategic planning and annual budgeting to ensure strategies are successfully executed within financial guidelines, and management process.

• Other duties as delegated by Operations Counsel

Qualifications/Education:

• Bachelor’s degree

• Proven experience in facilities maintenance and related project management. Preference for proven experience with managing facilities and performing safety officer duties.

• Proficiency with Microsoft applications, including advanced proficiency in Excel and strong proficiency in Word.

• Excellent written and verbal communicator and strong interpersonal skills. Able to collaborate across departments.

• Excellent work habits, including a willingness to work outside of normal business or on-call as required.

• Ability to prioritize and manage multiple tasks and projects to ensure that each is completed correctly and in a timely manner.

• Basic skillset in architectural design program is preferred but not required.

• Strong knowledge of plumbing, electrical, HVAC systems, and general repair techniques.

• Solid knowledge and skills in the use of hand and power tools and other materials required to perform repair and maintenance tasks, and diagnostic equipment.

• Excellent problem-solving skills and attention to detail.

• Ability to work independently and manage time effectively.

• Physical stamina and strength to handle lifting and carrying up to 50 lbs. and standing for extended periods.

• May involve working in various conditions including exposure to dust and noise.

• New York State driver’s license with a clean driving record is required. Job offer is contingent upon confirming via a NY DMV driving record.

Salary: $90,000-110,000, DOE, with excellent benefits that include medical, dental, vision, life insurance and long-term disability coverages, as well as a defined contribution to 403b, loan repayment assistance and paid parental leave.

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.