Director of Maintenance Asset Management

Description

Under the direction of the SVP Resident Experience and Property Performance, the Director of Maintenance Asset Management is responsible for establishing portfolio-wide maintenance standards and ensuring efficient, scalable execution through contracts, scopes of work, and preventative maintenance strategies. Acting as the bridge between Operations, Asset Management, and Construction, this role focuses on protecting asset value, reducing operating risk, and maximizing efficiency across Middleburg's growing portfolio.

This is a strategic role designed to standardize processes, improve vendor and contract performance, and ensure that Middleburg's communities consistently meet brand, safety, and financial objectives.

This position is responsible for developing SOPs, specifications; scope of work; bids; logistical arrangements; cost tracking; standards for apartment community maintenance and turnover; and development of service team members through training, seminars, and a career path program. A forward-thinking, strategic approach is critical to preparing for continued growth and diversifying asset types.

Additionally, this position ensures compliance and continues to improve maintenance procedures for turns, safety, inventory control procedures, and preventative maintenance. This position also focuses on exceeding company revenue by enhancing assets through the development and implementation of preventative maintenance programs and CAPEX. Duties include identifying areas for improvement and providing possible solutions to increase occupancy; enhance curb appeal; ensure that Service teams understand and use proper procedures according to OSHA, perform according to Middleburg's standards and assist with branding company image.


The Director of Maintenance Asset Management participates in our Mission, our Values and Vision.

Essential Duties and Responsibilities

Standards & Scopes

• Develop and enforce portfolio-wide standards for maintenance, turnover, preventative maintenance, and safety compliance.
• Write, maintain, and update scopes of work and specifications for recurring services, repairs, and CapEx projects.
• Partner with Asset Management to align standards with long-term investment strategy and financial performance.

New Development/Major Rehab

• Liaison between Operations and Construction regarding construction-related problems
• Ensure Turnover/Punch/Acceptance process is administered efficiently
• Facilitate transition of all warranty information and protocols as properties begin to operate
• Determine proper set-up protocols and needs for Maintenance Shops and Equipment
• Establishing Key Control from time locks are changed
• Documenting training on various systems at new properties to ensure staff changes do not impact institutional knowledge
• Work with Regional Property Managers to set-up initial contracts, including bidding

Advisory

• Provide recommendations, cost determination and pertinent information regarding major capital investments, repairs and maintenance
• Oversee and prepare reports for physical/maintenance aspects of Due Diligence teams for acquisitions
• Assist in preparing sites for disposition

Personnel

• Ensure that maintenance training and fire, life and safety issue information, including evacuation plans, are provided to new Community Managers.
• Travel (50-75%) to build relationships, mentor, visit sites and understand nature of work being performed.

Contracting & Vendor Management

• Lead bid processes, vendor selection, and contract negotiations for maintenance and life-safety services (e.g., HVAC, elevators, fire safety, pest control, landscaping, snow removal, pools).
• Monitor vendor performance against SLAs; ensure contracts deliver cost efficiency and quality at scale.
• Standardize contracts across the portfolio to reduce administrative burden and improve buying power.

Inspections

• Ensure that the Maintenance teams carry out all inspections and maintenance is carried out in the correct timeframe and in compliance with state and local regulating codes.
• Ensure that an annual inspection is made of:
  • Landscaping,
  • the exterior condition of building, paying close attention to aboveground decks and rails, exterior paint, stucco and siding, all roof areas, noting the need for patch repairs as a preventative maintenance repair, including close inspection of all roof tiles, flashing and all roof penetrations,
  • Parking lot and all hard-surface areas,
  • Interior condition of the building including the need for repainting, carpeting and furnishings of the common areas.
• Ensure that an extensive walk-through of each new community will be completed, addressing concerns of Operations to ensure a smooth transition between Construction and Operations.
• Oversee objective quarterly inspections of all properties, helping ensure site-level inspections are completed monthly.

Maintenance Service

• Ensure that any malfunctions of the fire, life and safety systems are corrected.
• Supervise the monitoring of all loss control reports that deal with physical discrepancies of our buildings and properties and work with loss control to evaluate the reports and take corrective action as required.
• Ensure that any malfunctions of the fire, life and safety systems are corrected.

Miscellaneous

• Work on special projects as assigned.
• Perform other duties as assigned by the supervisor and owners

Requirements

Minimum Education/Training/Experience:

• Bachelor's Degree in Construction Management, Engineering (Civil, Mechanical), Facilities Management, or related. A degree in Business or Finance with strong technical/maintenance background will also be considered.
• 10+ years of multifamily or real estate experience with a focus on maintenance standards, CapEx, or asset management.
• Onesite experience a plus
• Strong expertise in contracting, vendor management, and scope/spec development.
• Experience with new development and major rehab transitions preferred.
• Demonstrated ability to analyze costs, negotiate contracts, and deliver efficiencies at scale.
• Technical certifications (EPA, OSHA, etc.) are a plus.
• Strong communication and collaboration skills to influence across departments.

Additional Desired Qualifications:

• College or technical degree, OneSite/RealPage and Key Trak experience.

Machines, Equipment, Tools Used:

• Proficient in Word, Excel, knowledge of personal computers, Internet applications, printers, telephones. Must be willing and able to travel (50-75% required) by car and plane.

Physical Requirements:

Requires use of telephones and computers. Bending, kneeling, stooping, pushing and pulling required. Occasionally requires lifting 60 pounds or more. Must be able to walk apartments and grounds including steps. Able to climb ladders over 10 feet. Ability to read gauges. This position requires travel.