Maintenance Manager

Summary: The Maintenance Manager reports directly to the Community Manager and indirectly to the Regional Maintenance Manager and Regional Community Manager during the time he/she is assigned to a community. He/She is responsible for ensuring that the physical aspect of apartment community meets company’s standards and applicable laws in the areas of inspection, maintenance, and repair. Directly supervises on-site maintenance staff and leads team in diagnosis and repair in areas such as HVAC, electrical, plumbing, pool, carpentry, dry walling, exterior structural, painting, appliances, and cleaning. Schedules, inspects, and oversees apartment turn-over process and along with the Community Manager, oversees contractors working at the community.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Ensure property completion of work orders consistently within 1 business day of submission.
• Ensure property completion of apartment turns consistently within 6 days of move-out.
• Ensure completion of preventative maintenance inspections & repairs consistently as scheduled.
• Management of vendors
• Management of apartment turn process
• Submission and management of expenses
• Management of preventative maintenance program
• Management of team schedules, on-call rotation schedules, etc.
• Management of budget variances and PO logs in collaboration with Community Manager
• Meet or exceed Quarterly Excellence Inspection score KPI.
• Maintain company records per policy (i.e., work order documentation, time worked and completion via mobile app, Preventative Maintenance forms, bi-weekly excellence inspection forms, maintain inventory lists, submitting incident reports, Yardi Marketplace, purchase orders, vendor records and receipts, BVR explanations and PO log explanations as needed, missed punch and on-call punch forms, timecards, etc.)

Additional duties:

• Performs routine repairs and maintenance, and gives recommendations for high-level repairs if, and when required, if work cannot be performed by Supervisor and internal staff.
• Directs workers engaged in painting and performing structural repairs to masonry, woodwork, and furnishings of buildings and mechanics on HVAC repairs.
• Works with Community Manager in scheduling the make-ready maintenance of all vacant units.
• Directs workers engaged in ground maintenance activities, such as mowing lawns, trimming hedges, removing weeds, and raking and disposing of leaves and refuse and inspects/monitor progress.
• Directs workers engaged in the general cleaning and maintenance of buildings, including dusting, sweeping, mopping, vacuuming, and washing windows and inspects/monitors progress.
• Regularly inspects and ensures that units are secure, lights and air conditioning are off and that heat is maintained at the lowest possible setting.
• Directs and assists workers storing supplies and inspects/monitors progress.
• Supervises all maintenance contractors on the property.
• During winter storms, expected to be on call at short notice and plan for snow removal. Position requires snow removal and salting.
• Adhere to all safety policies and procedures.
• Plan the inspection of the property daily for trash, debris, safety hazards and disabled cars and record/report of any dubious activities to the Community Manager. Ensure security measures are being always adhered to.
• Manage and organize the inventory of all maintenance materials to include tools, equipment, and supplies and look at employing a cost-effective ways of ordering supplies and explore best value for price.
• Responsible for documenting, reviewing and executing an emergency plan if, and when required.
• Confers with Community Manager and Maintenance Technician(s) to coordinate and review work orders and cleaning schedules.
• Inspects completed work for conformance to specifications and standards.
• Responsible for keeping the maintenance shop clean and orderly and ensuring those co-workers are also maintaining cleanliness, safety and hygiene.
• Studies production schedules and estimates worker hour requirements for completion of job assignment.
• Interprets general company policies to workers and enforces safety regulations as described in manual.
• Establishes or adjusts work procedures to meet production schedules.
• Work to inspire” team spirit” in staff and resolves work problems or assists workers in solving work issues.
• Update weekly reports, as directed.
• Responsible for on-the-job training of new Maintenance staff.
• Responsible for ordering parts, soliciting bids and negotiating projects.
• Report potential unsafe conditions to Community Manager.
• Other duties as assigned.

Supervisory Responsibilities

Directly supervises maintenance employees in the Maintenance Department. 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.

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

• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• Diversity - Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
• Ethics - Treats people with respect; Keeps commitments; Works with integrity and ethically; Upholds Mission and Vision of Woodmont Properties.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals.
• 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.
• Professionalism - Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
• Quality - Looks for ways to improve and promote quality.
• Quantity - Completes work in timely manner.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines.
• Adaptability - Adapts to changes in the work environment.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Takes responsibility for own actions.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities.
• Innovation - Displays original thinking and creativity.
• Technical- Demonstrates ability to repair and maintain items related to plumbing, electrical, carpentry, drywall, flooring, grounds/landscaping, and HVAC as well as having ability to teach others in these areas
• Administration-Demonstrates ability to use technology, analyze production, planning and scheduling of team and contractors

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

External Hire:

• Minimum 5 years industry experience managing team of 2 or more technicians, HVAC Certification Required (EPA)

Internal Hire:

• Minimum 2 years in Maintenance Supervisor role, HVAC Certification Required (EPA), 90 Day Step-Up Program in place