Maintenance Supervisor - Student Housing

JOB PURPOSE:

The Maintenance Supervisor has primary responsibility for the physical integrity of each community and proper maintenance and oversight. The majority of a Maintenance Supervisor’s time is involved in the scheduling of work orders, the preparation of new apartments for occupancy, and completion of on-going maintenance projects on each community.

PRIMARY DUTIES & RESPONSIBILITIES:

Will always include those specifically assigned by the Community Manager.

· Providing excellent service to residents, guests, employees and contractors.

· Overseeing the maintenance staff for the community.

· Providing training to all maintenance staff members to be able to fill-in as necessary.

· Scheduling work orders.

· Maintaining the community effectively while following budget guidelines.

· Overseeing the completion of routine service requests within 24 hours.

· Completing service request records and informing the Community Manager of any resident maintenance issues.

· Developing maintenance and cleaning schedule for all areas of the community including common areas, amenities, breezeways, parking lots and entrance areas.

· Keeping maintenance shop in an organized and clean condition.

· Purchasing all maintenance supplies in accordance with budget guidelines.

· Adhering to all government policies including OSHA and EPA guidelines.

· Reviewing work with all outside contractors prior to completion.

· Maintaining operations and response plans for issues such as asbestos lead and mold.

Specific Responsibilities:

Daily/Weekly

· Daily Community Manager Meetings: Meet with Community Manager at beginning and end of each day to review maintenance issues and make-ready status. Communicate all

maintenance concerns and plans of corrective action. On at least a weekly basis,

discuss status of maintenance budget.

· Common Area Inspection: Walk Common areas daily, before 10 am.

· Grounds Inspection: On peak days (i.e. Mondays), ensure that all areas of property are inspected by entire maintenance staff. Segment out the property for trash pick-up.

· Maintenance Staff Meeting: Enforce uniform standard and nametags. Schedule/organize technicians and groundskeeper. Review cleanliness of shop and supplies status (Daily).

· Schedule: Ensure maintenance coverage during all operating hours.

· Make-Ready Preparation: Get make-ready report on a daily basis, schedule turns accordingly. Ensure vendor locks are installed (if utilized).

· Make-Ready Board: Update make-ready board and make-ready schedule in the CSR. (Daily)

· Workorders: Schedule workorders and complete workorders as necessary. Ensure 24-hour response policy. (Daily)

· Move-Outs: After Community Manager inspection, walk all move-outs prior to make-ready to determine whether touch ups can be done or full paint is needed. (daily/as needed)

· Key Log: Check key log daily. Ensure all keys are accounted for at end of day. If office is open late, ensure office staff knows to check prior to close.

· On Call: Provide on call coverage during non business hours. On larger properties, schedule maintenance on call amongst maintenance staff. Ensure all weekends are covered appropriately.

· Breezeway Cleanliness: Enforce trash standards on property. Put out trash notices. (Daily)

· Logs: Maintain MSDS/OSHA/EPA logs in shop and office (Daily). Keep office staff and maintenance staff informed at weekly meetings of changes in MSDS sheets.

· Community Service Register (CSR): Ensure CSR is updated and properly utilized for maintenance functions. Maintain Preventative Maintenance Schedules as detailed in CSR.

· Irrigation: Check on a weekly basis. Refer to preventative service schedule within CSR.

· Trash compactor oversight: Ensure coverage on weekends or in supervisor’s absence. (Weekly)

· Overtime Review: Enforce overtime policy. Ensure no overtime during week if possible. Communicate overtime status every Monday to Community Manager. (Weekly)

· Maintenance Inventory: Check inventory on a weekly basis. Order supplies as needed. Utilize approved vendors (i.e. Century Supply) where possible and minimize retail purchases (i.e. Ace and Home Depot).

· Common Areas: Ensure maintenance of common areas on weekends and Saturday afternoon cleans. (Weekly)

· Pool maintenance: Ensure weekly maintenance and coverage on weekends during season.

Monthly

· Car Check: Walk entire property for car check on a monthly basis. Delegate car check to maintenance staff on a weekly basis. Communicate issues to Community Manager for follow-up.

· Inspections: Perform all required inspections as detailed in the CSR. Inspect all

breezeways monthly.

· Landscaping: Perform a monthly, scheduled walk with landscaping contractor to

review all landscaping. Walk irrigation with contractor.

· Monthly Inspection: Walk property with Community Manager and review monthly inspection checklist. Inspect for liability issues, even if they are not on checklist. Be prepared to present an updated CSR for review. Advise Community Manager of any cost saving and efficiency ideas.

· Monthly Safety/Training Meeting: Conduct a monthly safety meeting to keep all personnel informed of safety regulations and changes. Include training topics to ensure that all staff members can fulfill their responsibilities and are able to move up in the organization over time. Utilize meeting to ask about problems and get feedback on better ways of doing things and improved cost control.

· Calendar: Develop calendar for breezeway cleans and other non-daily tasks. Use Community Service Schedule in CSR for guidance.

· Make-Ready: Review make-ready condition with contractors on an ongoing basis.

Quarterly/Ongoing

· Quarterly Unit Inspections: Oversee the change out of filters on a quarterly basis and inspect units for mold and other problems during filter installs. Place notice in each unit reiterating community policies regarding trash, recycling and proper HVAC operation (standard letter).

· Training: Ensure that Maintenance Staff has proper training and certifications. Alert Community Manager to training needs so that classes may be scheduled.

· ADA: Be up to date on ADA policies. Advise Community Manager on issues.

· Warranties: Where applicable, keep a log of warranty dates for major appliances and HVAC. Ensure equipment is inspected prior to the end of the warranty period.

· Emergency Vendor List: Maintain an on-call list for critical, time sensitive, vendor functions: gates, outside plumbing lines, major electrical, tree removal, and mold remediation.

· Equipment Inventory: Keep an accurate inventory of all equipment. Verify inventory at least monthly and provide a list of equipment to the Community Manager on a quarterly basis. Advise Community Manager of any needed equipment prior to order being placed.

Move-Out/Move-In

· Unit Inspection Pre-Move Out: Start the unit inspection at least 90 days prior to move-in and walk all units. This inspection can be a part of the quarterly maintenance inspection.

· Vendor Coordination: Coordinate all vendors during process and ensure that vendors stay on schedule.

· Move-In Status Review: Meet with Community Manager within 15 days of move-in to

review the move-in inspection forms. Ensure that all issues are addressed through

follow-up maintenance.

· Unit Inspection Post-Move In: As part of the quarterly maintenance review, coordinate the walk all units within 90 days of move-in.

Annually

· Budget: Keep a log of required, upcoming capital projects. As part of the budget process, review capital needs with the Community Manager and compile a required projects list.

QUALIFICATIONS:

· Working knowledge of electric, plumbing, HVAC and basic construction.

· Ability to read, analyze, and interpret technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals.

· Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

· Ability to solve practical problems and has the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

· Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.

· Ability to read and understand operating statements and budgets.

· Professional demeanor resulting from previous maintenance experience

· Excellent customer service skills

· Good communication and listening skills

· Able to lead, manage and train others

· Able to be an effective team player and interact well with others

· Organized and detail-oriented

· Patient, even-tempered and works well under pressure

· Effective time management skills

· Able to maintain confidentiality

· Able to follow directions from a supervisor

· Able to understand and follow posted work rules and procedures

· Able to accept constructive criticism

· Must have own tools

· Able to climb and work from ladders and the ability to lift and carry heavy loads

· Able to work weekends or overtime as job requires

EDUCATION AND EXPERIENCE REQUIREMENTS:

· Associate degree (A. A.) or equivalent from two-year college or technical school;

or one to two years related experience and / or training; or equivalent combination of education and experience.

· 2 to 3 years hands-on general maintenance experience.

· 2 to 3 years hands-on experience in the installation, maintenance, trouble shooting, and repair of building mechanical systems, including HVAC, plumbing and electrical systems.

· Must have basic computer skills necessary to enter and retrieve data from a computer and to program access gates and systems via the computer.

OTHER AND/OR PREFERRED EDUCATION/EXPERIENCE:

· None

CERTIFICATES, LICENSES, REGISTRATIONS:

· Must be HVAC certified.

BUDGET RESPONSIBILITY:

Check (□) all appropriate functions that apply to this job.

□ Develop the budget and/or make recommendations that affect the allocation of funds.

X Administer the budget and/or make expenditure decisions once the budget has been approved.

X Monitor the budget and/or track the budget once it has been adopted.

X Coordinate the budget and/or participate in the data collection and organization of budget materials.

JOB PERFORMANCE AND SUCCESS FACTOR REQUIREMENTS: (These are the quantitative and qualitative measures that this role will be evaluated and held accountable for).

Business Management & Organizational Development – 16.67%

□ Accountability – 20%

□ Adaptability – 20%

□ Alignment & Creating Synergy – 20%

□ Hierarchal Relationships – 20%

□ Setting Standards & Company Advocacy – 20%

Cooperation, Influence, Teamwork & Business Relationships – 16.67%

□Collaboration & Teamwork – 20%

□ Cooperation – 20%

□ Customer Service – 20%

□ Influence – 20%

□ Internal/External Relationships – 20%

Decision Making/Initiative – 16.67%

□ Analytical & Problem Solving – 14.29%

□ Decisive – 14.29%

□ Practical Judgment – 14.29%

□ Action-Oriented – 14.29%

□ Confidence & Risk Taking – 14.29%

□ Effort & Self Development – 14.29%

□ Creativity & Originality – 14.29%

Staff Management & Development – 16.67%

□ Acknowledgement & Compassion – 16.67%

□ Associate Development – 16.67%

□ Delegation – 16.67%

□ Effective Recruiting and Retention – 16.67%

□ Managing Diversity - 16.67%

□ Performance Management & Review – 16.67%

Job Knowledge and/or Job Specific Skills – 16.67%

□ Job Knowledge – 20%

□ Reporting – 20%

□ Multi-Tasking – 20%

□ Work Quality– 20%

□ Work Quantity – 20%

Professional/Technical/Communication Skills – 16.67%

□ Ethics & Values – 14.29%

□ Integrity – 14.29%

□ Perseverance& Determination – 14.29%

□ Reliability & Punctuality – 14.29%

□ Time Management – 14.29%

□ Approachability & Composure – 14.29%

□ Verbal & Written Communication – 14.29%

WORKING ENVIRONMENT AND PHYSICAL DEMANDS:

Check (□) one or more of the following that best describes the environment and types of exposures of the job:

X Office environment X Outdoors environment

X Mechanical facility X Changing weather conditions

X Toxic or caustic chemicals X Odors or fumes

X Electrical current X Loud machine/Equipment noise

X Above ground level X Confining spaces

Physical Demands: Check all that apply.

Over 2/3 Time Between 1/3 and 2/3 Under 1/3

Walking X

Sitting X

Standing X

Climb or balance X

Lifting under 10 lbs. X

Lifting over 10 lbs. X

Reach with hands & arms X

Stoop, kneel, crouch or crawl X

Talk or hear X

Travel Outside the area X

SUPERVISORY RESPONSIBILITY:

Does this job have supervisory responsibilities? ___X__Yes _____No

Are there subordinate supervisors reporting to this job? _____Yes __X___No

Total employees directly and indirectly supervised by this position:

□ None X 1 to 10 □ 11 to 25

□ 26 to 50 □ 51 to 100 □ Other

Check (□) one or more of the following for which you are the decision-maker, including decisions that also must be approved by the next level of management.

X Hire/fire X Approve time off

X Discipline X Approve work and work product of others

X Promote X Set department policies

X Interview job applicants X Assign/delegate work to others

X Formally train others X Demotion decisions

X Give instructions to others X Evaluate the work of other