Maintenance Supervisor

Job Description for Maintenance Supervisor

Reporting Line: To the Project Manager

Job Summary

Oversees all installations, repairs, refurbishment and upkeep activities across a portfolio of leased properties. Manage a team of in-house technicians and external sub- contractors to ensure facilities are safe, functional, and visually pleasing for current and prospective tenants.

Key Responsibilities

• Keeping constant tracking of the maintenance schedules, updates and closing the tasks as per the priorities/deadlines.
• Updating the maintenance job card, logs, on a daily basis for summarized reports before leaving the office.
• Keep and maintain the maintenance materials, minimum stock level in hand or emergency call.
• Follow up and check the required materials on regular basis.
• Tracking the Purchase Order requests to omit delay and maintaining timely deliveries.
• Inspect properties regularly to identify structural issues, system failures, or safety hazards (especially during adverse climatic conditions)
• Train, and supervise a team of maintenance technicians, assigning work orders based on priority and skill level.
• Develop and execute a comprehensive preventative maintenance program for HVAC, electrical, and plumbing systems to minimize downtime and costly emergency repairs.
• Act as a point of contact for complex maintenance escalations, ensuring repairs are completed promptly to maintain high tenant satisfaction.
• Coordinate "make-ready" refurbishment of vacated units to ensure they are in move-in condition for new tenants.
• Ensure all properties adhere to local building codes, health and safety regulations, and environmental standards.
• Update the petty cash reimbursements as per the requirements from the accounts/administration department.

1 Tenant Move In:

• conducting technical inspections and overseeing repairs to documenting the unit's condition to prevent future disputes.
• Conducting a thorough walk-through (pre-key handover) to ensure all repair, painting, and cleaning tasks are completed to company standards.
• Completing and signing the move-in inspection checklist with the property manager or tenant to agree on the unit’s condition.

2 Tenant Vacating:

• Perform a thorough, in-person inspection of the unit and report to the leasing manager prior to releasing the “clearance certificate”.
• Identify and document damage that goes beyond "normal wear and tear" (e.g., holes in walls, broken fixtures, stained carpets).
• Compare the current state with the initial move-in checklist to differentiate between new damage and pre-existing conditions.
• Take detailed photos or videos of all findings to support any security deposit deductions, reducing the risk of disputes.
• Use the vacancy time to perform maintenance that is difficult while occupied, such as servicing HVAC units, replacing air filters, and checking for leaks.

Hand Over Responsibilities Upon Leaving for long vacation, Resignation or Termination

• Upon the supervision of Project Manager/Engineer, the departing supervisor must account for all physical tools and company-owned materials/assets.
• Provide a complete list of all tools, specialized equipment, and materials currently in stock or being used for ongoing maintenance.
• Return all company-issued devices, such as laptops, mobile phones, and tablets, ensuring they are unlocked or that passwords have been shared.
• If applicable, return the keys and fuel cards for company maintenance vehicles, along with recent service and mileage logs.

Note: Successors need a clear "roadmap" of current work to maintain property standards.

• List all active work orders, their current status (e.g., in progress, pending parts), and immediate deadlines for the coming weeks.
• Provide documentation for recurring maintenance tasks, such as HVAC filter changes, pool chemical testing, or emergency fire alarm drills

Requirements & Skills

• Experience: Typically, 2–5 years of experience in property maintenance, with at least 2 years in a supervisory role.
• Technical Proficiency: Deep knowledge of HVAC, plumbing, electrical, and carpentry trades.
• Certifications: Professional certifications like HVAC certification or Certified Maintenance & Reliability Professional (CMRP) are highly preferred.
• Leadership: Proven ability to manage schedules, motivate a diverse team, and handle conflict.
• Communication: Strong interpersonal skills for interacting with managers, owners, and dissatisfied tenants.
• Software: Proficiency with Property Management Systems (PMS) or Computerized Maintenance Management Systems (CMMS).

Job Type: Full-time

Work Location: In person