Facilities Manager (Luxury HOA Community)

Job Description

Job Description

The Facilities Manager is responsible for and supervises the maintenance, care, and efficient operation of all equipment and facilities used by the organization.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As a key employee liaison between the client and KWPM services & internal support staff, the Facilities Manager must perform the job duties with a view toward projecting a professional and competent image: Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key.

The position is fundamental to the operational functions of the Property and as such requires established organizational skills, attention to detail, solid time management, and good interpersonal skills. Below are some fundamental responsibilities of the job;

· Supervises and assigns tasks to the maintenance and groundskeeping staff.

· Inspects and performs maintenance on assigned equipment and facilities.

· Fosters, models and maintains an attitude of “prevention versus fixing” throughout the entire staff. Encourages a culture of “if you see something, say something” with regard to the appearance, performance and general condition of all equipment and facilities.

· Maintains files of warranties, records, licenses, inspections, service agreements, and contracts for various pieces of equipment.

· Maintains the inventory, storage, and distribution of equipment.

· Provides recommendations for purchases of new equipment.

· Collaborates with other appropriate management staff to prepare and implement budget.

· Oversees the daily workflow, scheduling, and assignments of the equipment and facilities department.

· Conducts performance evaluations that are timely and constructive. Identifies performance issues and addresses as soon as possible to correct behavior.

· Orders, maintains inventory and keeps full stock of materials needed to complete work orders in a timely fashion.

· Ensures work orders are updated and completed in a timely manner.

· Controls and maintains costs while staying within the yearly budget.

· Motivates, encourages and monitors staff to comply with company’s safety standards.

· Works with management on planning budget, payroll projections, and expenses.

· Schedules and creates daily and weekly activity log and task lists for maintenance and groundskeeping departments.

· Supervises work performed by property vendors to ensure completion.

· Maintains records of scheduled maintenance procedures, activities and completion dates.

· Obtains estimates for supplies and repair parts. Orders parts and supplies as needed.

· Supervises staff’s work to ensure common areas are maintained clean, safe and free from debris.

· Collaborates with other departments in preparing rooms for meetings, and arranging decorations, and furniture for social or business functions.

· Provides full oversight of landscaping contractors, annual landscaping operations, and special landscaping projects.

· Manages the community’s annual landscaping budget of over $3,000,000 and all related project planning, oversight, and execution.

· Oversees major community assets, including clubhouses, irrigation systems, water features, all gatehouses, and associated operational equipment.

· Prepares bid analyses for projects, services, and capital improvements to be presented to the Board for review and approval.

· Other duties as assigned.

Supervisory Responsibilities:

Oversees the daily workflow, scheduling, and assignments of the maintenance department.

Hires, coaches and conducts performance evaluations that are timely and constructive.

Work Environment

While performing the duties of this job, the employee is frequently exposed to fumes or airborne particles, moving mechanical parts and vibration. The employee is occasionally exposed to a variety of extreme conditions at construction job sites. The noise level in the work environment and job sites can be loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing all day. Position requires occasional exposure to the outdoor climate and weather conditions.

· Prolonged periods sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at times.

· Must be able to access and navigate all areas of the facilities.

· Must be able to access all parts of the company equipment.

Position Type/Expected Hours of Work

This is a full-time, exempt position. Days and hours of work will be determined by the property. This schedule may change to accommodate the business needs of the property.

Travel

There may be some travel for meetings and trainings

Required Education and Experience

· Minimum two (2) years general experience in building trades, repair and replacement maintenance or handiwork.

· Experience in supervising team members.

· Must have the ability to drive for work purposes in case there is a need for the property to be addressed urgently.

· Must have the ability to react and address all emergency situations in a timely manner. Must be available for work in the event of an emergency.

· Effective written and verbal communication skills.

· Must be able to provide professional written reports and make recommendations to the Manager and the Board on the maintenance needs of the property.

· Experience managing the company’s type of facilities, equipment, and events preferred.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.