| Maintenance Supervisor JOB SUMMARY:
The Maintenance Supervisor is responsible for the pleasing appearance and the proper physical operation of the property. The Maintenance Supervisor performs a wide variety of maintenance, supervisory, and administrative tasks as required. The Maintenance Supervisor supervises two or more staff as members of the Service Team. The Maintenance Supervisor position is a working supervisor position; therefore, the Maintenance Supervisor can expect to be involved directly in completing various maintenance or repair responsibilities. The nature of the responsibilities of the position often require considerable physical exertion in performing tasks related to the repair and maintenance of the buildings, grounds, mechanical, plumbing, HVAC, electrical, and electronic systems of the property. The Maintenance Supervisor must accomplish these responsibilities by creating a positive work environment; building relationships with the service staff, contracted vendors, other staff and residents; exercising good judgment; delivering outstanding customer service; and actively participating on the community management team. In addition, the Maintenance Supervisor functions in a residential setting; therefore, good communication and customer service skills are necessary at all times.
ESSENTIAL JOB FUNCTIONS:
Oversee work of all vendors contracted to do work on or provide services for the physical facility. Develop positive relationships with vendors, keeping in mind the best interests of the property and residents.
Select, train, supervise and evaluate Maintenance Technicians, Groundskeeper, Work Study Student Residents and Housekeeper (all positions do not exist at all properties)
Develop specifications for the work to be completed, often in consultation with the GM. Review and comprehend specifications that are provided by the corporate office. Make specifications available to possible vendors.
Review bids received from vendors, sometimes in consultation with the GM and determine which vendor will be assigned the work. Cost, prior experience with vendor, information from references, and ability to complete quality work in the allocated time will be some of the considerations in evaluating the bid.
If appropriate, negotiate in advance with vendor to obtain better pricing, a revised schedule of work, a revised period in which the work will be completed, or other related matters. Document any changes in writing, including the signature of the vendor and the GM.
Review the work of vendors while they are on site and immediately discuss any concerns. Inspect work when completed to determine if it meets the specifications and any other applicable standards. If the
inspection is delegated for some reason to another appropriate individual, ensure that the individual understands how the work is to be evaluated.
Review on an ongoing basis the contracts/agreements with vendors that provide supplies or ongoing services; determine if the property is receiving a good value for the work that is being done. Discuss any recommended changes with the GM and implement, if appropriate.
Manage areas of the budget related to facilities
Manage the work flow of service requests and other tasks in order to ensure the smooth operation of the property
Discuss with GM an effective procedure to ensure that the Maintenance Supervisor receives service requests in a timely and orderly manner from office staff. Ensure that procedures lead to the information noted being as complete and detailed as possible.
Assign work to staff and to yourself. Ensure that office staff have any information and tools they need in order to respond effectively to questions from residents, particularly if the repair will be delayed for some reason.
Review documentation of work completed at the end of the day, and note this information in the management operating/ accounting system.
Assess performance of staff in completing service requests, including whether a call back is necessary, efficiency of staff, their problem-solving skills of staff, and any feedback from residents or the GM.
Discuss with GM budget departments that deal with facilities.
Discuss with the GM at what level the Maintenance Supervisor may have authority to make/approve purchases or contract for services without consulting with the GM.
Understand how expenses will be coded to various general ledger accounts, and be aware of overall monthly expenses to ensure that expenses are in line with what is budgeted. Meet periodically with the Director of Finance and Administration to discuss this and any other related questions.
Discuss in advance with GM if expenses may exceed the amount budgeted for the month
Review Turn Manual with GM and begin to plan for the Turn process in late winter. Ensure that all tasks within the scope of responsibility of the Maintenance Supervisor are completed within established timelines.
Obtain necessary bids from vendors with the assistance of the GM. Bids will be based on any applicable specifications for the work to be completed.
Evaluate bids with GM and determine which vendors will be selected.
Maintain ongoing positive communication with selected vendors and provide them with necessary information throughout the Turn planning and implementation processes.
Ensure that other maintenance, grounds, housekeeping and student staff are trained related to their responsibilities during the Turn process. Involve them in the planning, if appropriate.
Assign work to vendors during the Turn process; complete this task based on corporate standards and what is known about the vendor and his/her work force.
Work effectively with GM, Team Leaders, vendors and property staff to ensure that work is completed based on specifications and within established time periods.
Meet with the GM and any other appropriate staff after Turn to evaluate how it went. Ensure that any comments are noted in writing, in order to assist with planning for the following year.
Achieves high productivity through reliable and punctual attendance and report any tardiness, attendance, and disciplinary issues to immediate supervisor.
Other duties as assigned
JOB SKILLS/KNOWLEDGE:
To perform the role successfully, an individual must be able to perform all essential functions satisfactorily. The requirements define the knowledge, skill, and/or ability necessary to perform the essential functions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Proficiency in MS Office applications
Strong verbal and written communication skills
Strong problem solving, organizational and customer service skills
Ability to effectively supervise and motivate staff members
Ability to work without direct supervision
Knowledge of safe use of cleaning agents and equipment used to perform job duties
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
Ability to compute rate, ratio, and percent and to prepare and interpret bar graphs
EDUCATION /EXPERIENCE:
High School education or equivalent
Prior experience in business accounting and property management is a plus
1 year electrical, painting, drywall and plumbing experience
3 years related experience and/or training or equivalent combination of education and experience
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS:
May require one or more of the following certifications:
o EPA Certification, Type I and II
o HVAC Certification
o CPO certification (pool)
o Other licenses and/or certifications as required by state law
PHYSICAL DEMANDS:
The physical demands described 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.
The work is described as moderate in physical demand. Requirements include the ability to frequently sit, stand, walk, reach forward and overhead, and grasp. Must be able to occasionally bend, crouch or stoop. Must be able to lift and carry up to 100 lbs. and push and pull up to 50 lbs. with mechanical assistance. Must have close and distance vision and the ability to adjust focus.
WORKING CONDITIONS:
While performing the functions of this job, the employee is regularly exposed to work near moving mechanical parts, work in high, precarious placed, outdoor weather conditions; frequently exposed to fumes of airborne particles; and occasionally exposed to toxic or caustic chemicals, extreme heat, risk of electrical shock, vibration. The noise level in the work environment is usually moderate.
BENEFITS: - 3 Weeks of Paid Time Off
- Birthday Paid Day Off
- 12 Paid Holidays
- Medical/Dental/Vision Insurance
- 401K + Match
- Education Reimbursement
Equal Opportunity Employer. Drug Free workplace. Employment Offers are Contingent upon successful completion of a background check and drug screen.
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