Facility Manager

Job Title: Facility Manager

Role Purpose

The Facility Manager is responsible for overseeing the operations of housing facilities, including the management of housing units, maintenance services, and ensuring the delivery of exceptional living experiences for residents. This role ensures smooth operation, compliance with regulations, and works towards achieving organizational goals by managing resources effectively, supervising staff, and implementing strategies to improve housing operations.

DUTIES PREFORMED

Key Accountabilities

Key Activities

Facility Management

• Oversee the daily operations of housing units, including residential buildings, common areas, and amenities. ·
• Ensure all facilities are well-maintained, clean, secure, and in compliance with local building codes and safety regulations ·
• Monitor and manage maintenance schedules for all facilities, ensuring timely repairs and proactive upkeep of the premises. ·
• Respond to emergencies, including water, electrical, or HVAC issues, ensuring quick resolution and minimal disruption to residents.

Vendor and Contractor Management

• Manage relationships with external vendors and contractors for specialized services such as plumbing, electrical, landscaping, and pest control · Evaluate vendor proposals, negotiate contracts, and ensure timely, cost-effective, and high-quality delivery of services.
• Monitor and assess vendor performance, ensuring compliance with service agreements and operational standards.
• Coordinate and supervise external contractors performing major repairs or upgrades.

Resident Relations ·

• Serve as the main point of contact for residents, addressing their inquiries, complaints, and concerns in a timely and professional manner. · Foster positive relationships with residents to enhance their living experience and ensure high satisfaction levels.
• Coordinate move-ins and move-outs, ensuring smooth transitions for residents and managing associated logistics.
• Facilitate regular communication between management and residents, including notices of upcoming maintenance, building improvements, or changes in policies.

Regulatory Compliance and Safety:

• Ensure the facility complies with all applicable local, state, and federal regulations, including health, safety, and building codes.
• Conduct regular inspections of the property to identify hazards, safety issues, or maintenance needs, and take corrective actions.
• Implement and enforce safety protocols for staff and residents to ensure a safe living and working environment.
• Monitor and maintain emergency preparedness plans, conducting regular safety drills and ensuring staff is well-trained in emergency procedures.

Facility Improvement and Renovations ·

• Oversee renovation and improvement projects, ensuring they align with facility needs and budget constraints. ·
• Coordinate upgrades and improvements to the housing facilities, working closely with external contractors and vendors. ·
• Monitor the progress of improvement projects to ensure completion within time and budget limits.
• Prepare and submit detailed reports to senior management, outlining facility conditions, ongoing issues, and proposed improvements.

JOB SPECIFICATIONS

Industry / Domain

· Construction

Necessary Knowledge and Experience ·

• At least 10-15 years of experience in property management, housing operations, or facilities management, with at least 2-3 years in a supervisory role.
• In-depth understanding of managing housing operations, including maintenance, safety, and budgeting. · Knowledge of building systems, equipment, and infrastructure.
• Familiarity with local, state, and federal regulations regarding building codes, health, safety, and environmental standards.
• Knowledge of negotiating and managing contracts with service providers,vendors, and contractors.
• Understanding of health, safety, and emergency protocols specific to housing and facility management.
• Knowledge of managing inventory and supplies for maintenance and facility operations.
• Deep understanding of building systems and ongoing maintenance needs, including HVAC, plumbing, electrical, and general building upkeep.
• Knowledge of managing projects related to facility improvements, repairs, or renovations.

Education and Certification Minimum Requirements

• Bachelor’s degree in Facility Management, Business Administration, Real Estate, or related field.
• Certifications in property management (e.g., CPM, RPA) or facility management are a plus

Job Specific Technical Skills

• Ability to efficiently use property management and maintenance software (e.g., Yardi, Building Engines) to manage work orders, schedules, and inventory.
• Strong skills in budgeting, financial forecasting, and cost control, with the ability to manage and optimize financial resources.
• Skilled in managing facility projects, including timelines, resources, and tasks, using project management tools like Microsoft Project or Asana.
• Ability to oversee HVAC, plumbing, electrical systems, and other building systems, ensuring optimal functioning and maintenance.
• Skilled in managing vendors, negotiating contracts, and monitoring performance to ensure quality and cost-effectiveness.
• Ability to analyze data, identify trends, and generate reports on facility performance, energy usage, and maintenance activities.
• Ability to assess and mitigate risks related to building operations and safety, ensuring a secure environment for residents and staff.
• Ability to implement sustainable practices and energy-efficient solutions to promote environmental responsibility within housing operations.