Facilities Manager

Description:

Job Title: Facilities Manager

Department: Property Management

Reports To: Director of Property Management

FLSA Status: Exempt

Approved By: Chief Programs Officer

Approved Date: September 25, 2025

Summary:

The Maintenance Manager is responsible for coordinating maintenance operations across properties within the Dwelling Place portfolio. This role ensures timely and professional service delivery, effective use of resources, and compliance with safety and regulatory standards. The Manager supports preventative maintenance, vendor coordination, and some staff oversight to keep properties well maintained, safe, and responsive to resident needs. The Maintenance Manager performs duties directly and through assigned staff, reporting to the Director of Property Management.

Essential Duties and Responsibilities include the following; other duties may be assigned:

• Monitors work orders using the automated maintenance software system, ensuring procedures are in place to address emergency, on-call, preventative, make-ready, inspection, and routine repairs.
• Implements and oversees preventative maintenance plans for properties, in collaboration with Senior Property Management staff.
• Maintains blueprint, warranty, and property documentation and ensures appropriate staff receive needed information.
• Manages assigned aspects of inventory control, including ordering supplies, tools, and vehicles, monitoring upkeep, and reviewing pricing when needed.
• Coordinates with vendors and contractors, including insurance-related claims. Maintains and updates the approved vendor list, secures referrals, and obtains cost estimates consistent with budgets and procurement standards.
• Manages assigned aspects of inventory control, including ordering supplies, tools, and vehicles, monitoring upkeep, and reviewing pricing when needed.
• Supervises assigned maintenance and grounds staff and coordinates contract services to ensure work is completed in a courteous, timely, safe, efficient, and professional manner, in compliance with applicable terms, regulations, and laws.
• Promotes collaboration and cross-training among maintenance team members and property management supervisors to ensure consistency of service, knowledge sharing, and stronger team performance.
• Works with Real Estate Development team for property hand off from construction to operations
• Assists in identifying development scope of work for substantial rehabs
• Reviews and assists in maintaining standards and specifications for substantial rehab, new construction, and CLT
• Surveys maintenance work and storage areas, for cleanliness and safety. Maintains accurate logs and records of actions and corrective plans, and/or initiates and monitors that appropriate actions are taken and completed.
• Coordinates with IT staff and leadership to support property-level technology systems (e.g., building security, cameras, internet connections).
• Provides input and feedback to departmental leadership regarding policies, procedures, and long-term facilities planning. Recommends and supports improvements to environmental and cost-efficient initiatives that lead to further energy conservation, enhanced safety and security, and facility upgrades.
• Other duties may be assigned.

Supervisory Responsibilities - Supervises one or more employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems

Requirements:

To perform this job successfully, an individual should demonstrate the following competencies:

Job Knowledge - Competent in required job skills and knowledge; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Displays understanding of how job relates to others.

Verbal & Written Communication - Writes and speaks clearly, informatively, and persuasively; Listens and gets clarification; Varies writing style to meet needs; Presents numerical data effectively; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Quantity & Quality - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

Cost Consciousness & Budgeting – Provides budget recommendations to senior management and works within approved budget; Develops and implements cost saving measures to address changing priorities; Contributes to profits and revenue; Conserve organizational resources.

Relationship Building - Builds rapport up, down, and across the organization; Establishes collaborative relationships to achieve objectives; Seeks win-win solutions to conflict; Develops network of professional contacts; Displays empathy and tolerates diverse viewpoints.

Managing People - Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates' activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services.; Continually works to improve supervisory skills; Fosters cooperation; Defines team roles and responsibilities; Supports group problem solving; Acknowledges team accomplishments.

Use of Technology/Equipment - Demonstrates required skills; Adapts to new technologies or equipment; Troubleshoots technological problems; Uses technology/equipment to increase productivity; Keeps technical skills up to date.

Technology Leadership - Leverages technology for improved efficiency and growth; Tracks emerging technologies; Determines organizational implications of major technology trends; Assesses risks and benefits of adopting new technologies; Addresses implementation and change management issues.

General Competency - To contribute to the Dwelling Place mission, each employee must possess skills beyond the technical requirements for the position. An employee must also demonstrate the ability and capacity to work with others in a manner that fosters trust, cooperation and a positive team esprit de corps. Dwelling Place expects each employee to maintain high ethical standards in their interactions with customers, other staff, vendors, and the public generally. Dwelling Place employees are also expected to be dependable, to be respectful of others, to use sound judgment, to seek out new opportunities for learning and to communicate effectively with others.

Employees must abide by all Dwelling Place policies including but not limited to the Dwelling Place Code of Ethics and personnel policies.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience - Bachelor's degree and 4+ years related maintenance/building management experience OR the equivalent in both training and work experience

Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.

Mathematical Skills - Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of geometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills - To perform this job successfully, an individual should have knowledge of Internet software; automated maintenance software systems (Yardi preferred), Excel; Outlook; and Word.

Professional Licenses, Registrations, Certificates Valid Driver’s License

Other Qualifications - Must be willing to work occasional evenings and weekends as needed to complete the requirements of the position. Must have reliable transportation and be willing to travel between property facilities during work hours. Available to travel for training. Working knowledge of the operation of information and functional systems (technology).

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to walk and talk or hear. The employee is occasionally required to stand; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts and outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; extreme cold; extreme heat; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.