Primary Responsibilities: The role of the Facilities Coordinator is to ensure that all physical and common area assets of in the development are properly maintained according to quality standards set by the Board of Directors and the Executive Director. The FACILITIES COORDINATOR will be responsible for overseeing that the day to day, seasonal, and annual maintenance operations are appropriately planned, executed, and finalized according to agreed deadlines and within budget.
The FACILITIES COORDINATOR duties will included overseeing the developments procurement policies and procedures, project management duties, cost savings initiatives, budget planning, contract management, infrastructure inspections, regular reporting, work order management, resources/supply purchasing, and coordinating the efforts of team members and third-party contractors or consultants in order to deliver projects according to plan.
The role of the FACILITIES COORDINATOR will be both administrative and hands on.
Engineering or other technical background from a university or vocational sources.
Technical experience in facility management with a thorough knowledge of building/construction plans, HVAC, electrical, plumbing, mechanical, and carpentry trades.
Must be familiar with the operation of all tools and equipment related to facility maintenance.
Minimum 5+ years experience as supervisor/manager in the maintenance of facilities and buildings.
Desire to take ownership and personal responsibility for assignments.
Must be proficient in Microsoft Word, Excel, Windows XP, and Microsoft Project Management.
Strong written and verbal communication skills.
Flexibility and willingness to handle a variety of tasks.
Self motivated; demonstrated interest in taking initiative, anticipating needs, carrying projects through completion with minimal direction, and working with a high degree of urgency.
Detail oriented, with the ability to produce high quality work in a deadline-oriented environment and an ability to multi-task.
Willing to collaborate and receive constructive feedback for the greater good.
Supervisory Duties and Responsibilities
Responsible for the supervision of maintenance staff to include training, discipline, and front line performance appraisal.
Responsible for the inspections of all amenity buildings to include follow-up inspections on work performed by maintenance staff.
Implement policies, procedures, and ensure compliance of operational short-term and long-term goals with overall objectives.
Administers budgets, contracts, purchases and requisitions relative to ongoing projects as assigned by the Executive Director and ultimately the Board of Directors.
Responsible for full-scale blue print project plans, Requests for Proposals (RFP’s), pro-actively manages changes in project scope to identify and manage potential crises.
Scheduling oversight and completion of all projects utilizing the project management methods and technology.
In conjunction with the Executive Director and other Department Heads, responsible for maintaining good working relationships and promoting good public relations with residents, committees, advisory personnel, vendors and local officials.
Responsible for monitoring and maintaining preventative maintenance programs for all facilities as applicable; maintain proper records of all such maintenance programs.
Focus on operational efficiency and create a culture of continuous improvements within the department.
Responsible for the custody and safe-keeping of all facilities records (plans, specifications, etc.) that might be needed as part of the transition from Developer control to Resident control.
Ensures a highly efficient safety program, with emphasis on awareness, discipline, and compliance. Overall safety program to conform to OSHA standards, and other safety venues as deemed appropriate.
Supervises, trains and directs maintenance staff through work orders.
Assesses repair needs and estimated time needed for repair (including evaluating problems to determine whether or not professional assistance or further instruction is needed in order to complete task/repair).
Records and evaluates preventive maintenance activities and programs.
Performs maintenance replacement and repair in areas of carpentry, electrical work, plumbing, mechanical, painting, flooring, and other minor building repairs as long as a permit is not required to conduct the job.
Ability to properly utilize new equipment and follow safety procedures prior to using this equipment.
Record and report all unusual and irregular conditions to the Executive Director.
Ensure all equipment, supplies and materials are in functional working condition in a neat and orderly manner.
Assists the Executive Director in the over site of infrastructure repairs, inspections, and preparing a strategic plan for annual maintenance on the infrastructure of the development.
Responsible for preparing and updating an annual schedule of services and inspections for the building and common area grounds throughout the community.
Physical Duties and Responsibilities
Utilizes advanced skills to perform complex preventive maintenance and corrective repair of buildings, vehicles, equipment, and grounds.
Assist in making general repairs in accordance with routine maintenance schedule or projects including, but not limited to: reattach loose fixtures, straighten leaders and gutters, replace hinges, tighten posts and lights, balcony repairs as needed, minor roof repairs (shingle replacement), and all other interior and exterior maintenance of the common building.
Utilizes several trade skills such as carpentry, plumbing, electrical, painting, roofing, heating and cooling.
Performs preventive maintenance on scheduled and seasonal basis.
Responds to all emergencies and alarms when on duty, or otherwise in an on-call status.
Operate power tools to include pressure washer, saws, drills, paint sprayer, nail guns, etc.
Responsible for maintenance and security of facility maintenance tools and equipment.
Maintains the building lighting system, including element and ballast repairs or replacements.
Completes maintenance and repair records as required. Reviews assigned work orders. Estimates time and materials needed to complete repair.
Orders necessary materials and supplies to complete all tasks.
Capable of working extended hours, to include evenings, weekends and holidays as necessary.
Able to see well enough to read faint or partially obscured writing or printing, with corrective lenses if needed.
Must be able to speak English in a clear and understandable voice so that various types of communications may be conducted with people of various levels of education and capabilities, to include the exchange and receipt of information over the telephone.
Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 50 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
This position will alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
Must be able to work in small and confined spaces for extended periods of time.
Must have finger dexterity for typing/using a keyboard.
Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.
Reporting Responsibility: Reports directly to Executive Director
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
DISCLAIMER: This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
About FirstService Residential in Maryland
Welcome to FirstService Residential in Maryland. For more than 25 years, our dedicated team of local professionals has worked hard to become the trusted partner of associations representing communities of every type and size throughout Maryland, from the mountains to the cities to the Eastern Shore.
Making A Difference. Every Day.
We owe our succ...ess to our people – a unified team sharing a commitment to go above and beyond, every day, for the diverse communities we serve throughout Maryland.
We are local residents ourselves. Our roots and connections are within the communities we serve. We know each neighborhood’s unique spirit, as well as how important it is to build strong relationships with our clients and associates -- after all, they are also our friends and neighbors.
To provide the best possible service, we’ve brought together the industry’s most professional, experienced and service-focused associates, all committed to providing tailored property management services to meet each client’s needs. Learn more about our associates here. We support our teams with differentiating tools and resources that help them deliver meaningful programs to reduce operating costs, enhance property values and create saitsfying living environments for our residents and homeowners. FirstService Residential Maryland brings in-depth experience to communities of all sizes and types, including:
Community Associations and HOAs
Low-, mid- and high-rises
Active Adult (55+) Communities
Garden-style and townhome communities
Industry-Leading Homeowner Association Management Services and Support
We support our Board members, homeowners and residents with proactive local management, dedicated service and the extensive resources of the industry leader, including:
Advanced product expertise and innovative services, refined over decades of managing properties of all types and sizes
Proprietary technology products that facilitate communication, streamline procedures and help Boards operate more efficiently
Value-added products, like collective buying programs, that reduce clients’ costs for everyday services
Best-in-class training and educational programs for associates and Board members
And most importantly, a commitment to deliver outstanding customer service at every opportunity