Maintenance Supervisor

Description

Job Location/ Department: Individual Site/s

Reporting Relationship: Reports to Community Manager and/or District Manager

Job Summary:

Responsible for coordinating persons and activities required in maintaining the physical operations and systems of the property. Schedule, monitor, and/or perform repairs, installations, and preventative maintenance. Obtain and analyze information; make recommendations for problem solving. Ensure the quality and safety of the property, staff, and residents.

Duties and Responsibilities:

Physical Operation

• Schedule, coordinate, and monitor maintenance personnel and activities ensuring timely and effective completion of work, including routine resident service requests, preventative maintenance, emergency maintenance, capital improvement and replacements, tool and equipment maintenance, and seasonal maintenance.
• Perform required maintenance and/or repairs to building systems and apartments (plumbing, carpentry, electrical, appliances, painting/drywall, HVAC, fire and security systems, elevators as applicable), utilizing standard maintenance equipment, power tools and hand tools.
• Interpret, prioritize, and perform service order tasks; document daily maintenance activity including problems encountered and work completed; submit all required documentation for entry into our current property management software to office personnel.
• Perform and monitor work necessary to prepare apartments for move in of future tenants.
• Physically walk and inspect the property daily to monitor vacant apartments, exterior lighting, and building conditions; document and correct any maintenance or liability issues.
• Perform final evaluation of make ready apartments prior to move-in; perform renewal and annual inspections to check for safety issues, damages, and maintenance needs; thoroughly document all results, initiate all indicated repairs or replacements, and/or perform any necessary follow up activities.
• Have knowledge of and physically prepare for any scheduled audits, HUD, REAC, DHCR, or other regulatory agency inspections, investors, owners, local fire, city, county, or state inspections.
• Monitor and perform grounds maintenance including snow removal; keep current on all related equipment.
• Maintain an adequate inventory of property supplies and equipment sufficient to handle the most common repairs; maintain a written fixed asset, equipment, and maintenance supply inventory; coordinate supply orders with Community Manager and Purchasing Manager.
• Inspect, schedule and/or perform minor and routine maintenance on all equipment, company vehicles, and tools on a regular basis; follow manufacturers’ recommended service procedures and schedules.
• Update vacancy status daily. Coordinate with Community Manager, and/or other designated office staff, the timely turnover of apartments after move out in order to minimize vacancy loss and meet move in schedules.
• Keep maintenance storage spaces, work areas, and own work station in a clean, neat, and safe manner.

Administrative

• Maintain records on all aspects of job related activity on a daily, weekly, monthly, quarterly, and yearly basis, ensuring that all maintenance files and required logs are complete, accurate, and up-to-date.
• Coordinate contractor communication with Corporate Purchasing Manager to secure required documentation before service and materials are provided; supervise contractors’ on site work performance.
• Maintain strong relationships and effective communication with governmental agencies, tenant associations, and police authorities, including attending any meetings.
• Work with District Manager or Community Manager in the preparation of the annual operating budget, staying within approved budget spending guidelines; conserve utilities, supplies, and resources at all times.
• Work with corporate purchasing to obtain competitive bids and prices for property supplies and contracts.
• Inspect and approve all maintenance supply shipments, organize all shipping documents; code and submit related billing to Community Manager or Administrative Specialist for processing.
• Track and keep documents available regarding utility shut offs, meter locations, sewer clean outs, and all building systems.
• Maintain up-to-date required permits and certificates including, but not limited to, elevator, boiler and sprinkler systems inspections.
• Maintain a preventative maintenance log.
• Report all liability, property incidents, worker injuries, accidents, emergencies, code violations, and legal and compliance directives to appropriate supervisor and/or corporate contact.
• Maintain awareness of industry conditions, standards, and trends via trade publications and professional organizations.
• Follow all company rules, regulations, policies, and procedures as set forth in training sessions, manuals, memos and other means of communication.
• Attend scheduled meetings including site staff meetings, corporate management meetings, or other meetings as required.

Resident Retention

• Enforce and adhere to lease and rules and regulations as appropriate to Fair Housing laws and ensure consistent treatment of all residents.
• Consistently maintain a professional work atmosphere to ensure all residents and prospective residents feel welcome.
• Maintain a positive customer service attitude; be professional, pleasant, and responsive to residents, prospective residents, vendors, and contractors.

Compliance

• Conduct all business in accordance with regulations of federal and state supervisory agencies, Fair Housing, Americans with Disabilities Act, OSHA, federal, state, local, and all other laws pertaining to multifamily housing and employees.
• Maintain and update MSDS log.

Perform other duties as assigned.

Supervisory Responsibilities:

• Supervise daily activities performed by maintenance and grounds personnel. Be prepared to augment staff duties due to vacations, illness, etc.
• Assist the District Manager and Community Manager in the interviewing and hiring process of maintenance, grounds, and custodial personnel.
• Provide input to the Community Manager to effectively perform and document appropriate staff evaluations including, but not limited to, performance reviews, compensation paperwork, corrective action discipline, and termination paperwork.
• Assist the District Manager or Community Manager in the on-going training of the staff relating to workplace safety, emergency procedures, and additional job related training; ensure staff is in compliance with safety policies and procedures.
• Instruct and monitor staff on the proper use of all safety gear and items and basic first aid; instill a “safety first” attitude and ensure all staff are in compliance with safety policies and procedures.
• Provide for effective coverage of all job responsibilities when absent from the property.

Requirements

Minimum Educational Requirements:

•  High School Diploma or equivalent.

Minimum Experiential Requirements:

•  3 years multifamily or construction site management.
•  Prior experience related to carpentry, plumbing, electrical, appliance, HVAC, and building systems.

Special Skills/ Work Conditions Required:

•  Must have excellent communication, interpersonal, customer service, organizational, time management, and verbal and written skills.
•  Must be able to communicate in English with residents, emergency providers and outside contractors.
•  Must possess mechanical aptitude, skillful use of equipment and tools, and have physical and manual dexterity skills.
•  Must have computer proficiency in Microsoft Office and ability to navigate the Internet.
•  Required use of a company cell phone.
•  Must be able to manage a flexible schedule including overtime and be on-call as needed.
•  Must be able to lift, move and transport up to 50lbs without the assistance of hand truck, dolly, or other mechanical lifting devices. Must be able to walk, bend, stoop, climb stairs, access and work in confined spaces as well as at heights in excess of 20 feet and have the mobility required to use ladders.