Creative Spaces, Facilities Manager

Facilities Manager

Chashama helps create a more diverse, equitable and inclusive world by partnering with property owners to transform unused real estate into artist workspace, presentation space and space for free art classes for seniors and youth.

The Chashama Facilities Manager is the Facilities Department head, reporting to the organization’s Artistic Director/Founder. The Facilities Manager provides: facility related administrative oversight, in-the-field design solutions, hands-on support and management of Chashama’s rotating portfolio of 20 to 40 locations including offices, storage units, lobbies, retail spaces, artist studios, and gallery spaces. The Facilities Manager works closely with the Director of Real Estate, the Programs Department and manages a team of full-time, part-time, contracted team-members, and outside vendors, for the completion of daily operational tasks, location buildouts, maintenance, deinstallations, and special project/events coordination.

Responsibilities:

• • Manage and update the weekly/monthly schedule for a team of 2-3
  • Lead weekly Facility/Programs meetings and prioritize workorders as a team
  • Design solutions for new location buildouts and construction projects to execute with the Facilities staff.
  • Respond to requests for maintenance and repairs, schedule and complete.
  • Vendor acquisition, quoting, insurance, contracting and negotiation.
  • Engage contractors to address electrical, plumbing, and HVAC needs.
  • Create maintenance schedules for applicable locations, and monitor invoice accuracy, flagging discrepancies and following up with vendors/contractors for invoice adjustments
  • Handle all trash, snow removal and pest control contracts or scheduling for as-needed service.
  • Create and manage timelines and budgets for new spaces and special projects.
  • Hire freelance general and skilled labor when needed to help with construction and moving projects.
  • Create and submit invoices for payment.
  • Liaise with DOB, municipal building departments, architects, and expeditors for permitting.
  • Communicate with property owners, building management and superintendents to get information needed in a timely manner, including official notices, proposals, building status updates and timely responses to inquiries.
  • Inspect studio, gallery, and work sites for safety and compliance.
  • Communicate directly with artists and small businesses when related to facility needs and questions.
  • Create floorplans of new spaces for publication on Chashama’s website.
  • Database management: location tracking, work order management, contact entry and updating uniform and intuitive file paths.
  • Utility account management, tracking and opening/closing accounts.
  • Vehicle management / registration / service and repair schedule / insurance.
  • Expense reporting for business credit card purchases and approvals of invoices and reports submitted by the Facilities team.
  • Track inventory in Chashama storage and existing spaces; restock equipment and supplies to existing and new spaces
  • Receive deliveries, meet contractors and vendors and drive the company vehicle (High top Ford Transit van) as needed.
  • Recruit Facilities staff as needed, create job descriptions, conduct interviews and consult with the team about final hires. Assess performance and conduct employee reviews.
  • Work with Lobby Coordinator to schedule tri-annual install/deinstalls for artwork display in 6 Manhattan lobbies; contract and oversee team of 3-5 freelance art handlers

Required Skills:

• • In-depth knowledge of building systems including electrical, plumbing and HVAC
  • Knowledge of general construction, ability to lead facilities technicians and contractors to be the point of knowledge for build-out of commercial spaces.
  • Accurate math skills related to construction: calculate square footage, linear feet, standard measuring, angles, material quantity/cost calculation and labor rate estimates.
  • Ability to create floorplans that accurately represent spaces and design concepts for the best utilization of space for artist studios, galleries and retail.
  • Material knowledge, research, and procurement to inform and execute design solutions, including familiarity with power tool applications, availability and purchasing or renting necessary tools and equipment for the team.
  • Knowledge of building codes, egress, fire safety, and OSHA

Administrative Knowledge:

• • Microsoft Office fluency: Word, Excel, PowerPoint
  • Google Suite fluency: Docs, Sheets, Drive
  • Adobe Suite proficiency: Adobe PDF, Photoshop, Illustrator
  • Professional demeanor: Email, phone and in person, management style that cultivates mutual respect and comradery.
  • Accounting: Experience with Concur or comparable accounting software, QuickBooks experience is a plus.
  • Proficiency in task management apps and database resources: SharePoint, FileMaker, Trello, Google Calendar, Monday.
  • Good understanding of IT systems.
  • Experience with art handling and hands-on construction/renovation

Qualifications

• Minimum of 3 years' experience managing a team of 2 or more employees.
• 3 years proven experience in project management, logistics, property management, facilities management or construction fields.
• A strong interest in NYC’s artist landscape, space making, construction, and real estate.
• Familiarity with non-profits, galleries, performance venues and arts administration.
• Excellent verbal and written communication skills, a strong sense of initiative, and ability to identify and prioritize tasks to completion.
• Strong attention to detail, proven organizational, multitasking, and problem-solving skills.
• Comfortable lifting 50 lb. items for loading, installations, construction and event purposes
• Valid Driver's License with experience driving cargo vans and box trucks

Time Commitment: Full-time, 40 hours a week

Annual salary: $60,000 -$70,000 annually

· Health insurance and PTO after 3 months.

· 3 weeks PTO plus standard holidays.

· Monthly unlimited MetroCard.