Assistant Director of Facilities & Operational Compliance

The Assistant Director of Facilities & Operational Compliance is a key leadership and administrative role at Heart Share, responsible for the direct supervision of Facilities Associates and the oversight of agency-wide facility systems and records to ensure efficient operations and regulatory compliance. This position serves as the primary administrator of the agency’s automated facilities management system (The Worx Hub ) and manages electronic records related to facility operations, including all fire and life safety records, as well as other reoccurring services (landscaping, inspections, pest control, etc.)

and other compliance requirements. The role is essential to maintaining safe, efficient, and compliant facilities and requires strong organizational skills, strong database management skills, attention to detail, and a comprehensive understanding of facilities management systems and documentation.

• Directly supervise Facilities Associate staff.
• Develop and manage work schedules to ensure adequate daily coverage in support of agency operations.
• Review & approve timecards; manage time-off and overtime requests through Paycom while ensuring appropriate coverage.
• Establish performance expectations, set goals, and conduct regular performance evaluations.
• Interview candidates, onboard and train new hires, and monitor ongoing job performance.
• Lead, mentor, and support Facilities Associate staff to promote a collaborative, efficient, and accountable team environment.
• Address employee performance issues, attendance concerns, complaints, and policy violations; initiate and administer Progressive Discipline as appropriate based on incident review.
• Ensure staff completion and compliance with all required and mandated trainings.

• Partner with department leadership to plan and oversee the implementation of facilities management software (The Worxhub).
• Configure and customize the The Worxhub system to align with organizational needs and operational requirements.
• Ensure The Worxhub platform effectively supports and streamlines a wide range of facility-related tasks.
• Provide training and ongoing support to end users to promote effective and consistent system use. Drive user adoption through training, communication, and ongoing engagement across the organization.
• Develop and maintain user guides, reference materials, and documentation.
• Oversee the entry, maintenance, and management of facility-related data, ensuring accuracy and consistency.
• Produce reports and analytics to support monitoring, decision-making, and performance evaluation.
• Identify and implement opportunities for process improvement and increased automation within the system.

• Implement and operationalize facility-related vendor contracts and service agreements, including fire safety systems and other scheduled maintenance vendors by creating and managing all facility-related scheduled work orders.
• Ensure compliance with fire safety, environmental, and regulatory standards, including DOB, FDNY, DEP, OPWDD, OFPC, etc.
• Monitor and track facility-related expenses, ensuring accurate cost allocation for all scheduled work orders.
• Record asset details & establish maintenance schedules in conjunction with Director of Facilities.
• Generate reports and analytics to assist department leadership in making data-driven decisions and identify areas for improvement.
• Store and organize facility-related documents, manuals, and drawings.
• Ensure easy access to critical information.

• Maintain complete and accurate records for all fire and life safety systems, including inspections, testing, repairs, and reports.
• Schedule, track, and document fire extinguisher inspections, servicing, and compliance reports.
• Coordinate backflow inspection schedules and collect all required certifications and documentation.
• Track all fire and life safety deficiencies and ensure corrective actions are completed and documented through resolution.
• Document…