Portfolio Maintenance Manager

Company Overview

Freestone Property Group is a technology-first property management company dedicated to streamlining operations and enhancing resident satisfaction. We leverage innovative solutions to provide superior service offerings. Freestone Property Group already provides third-party property management services for other operators in New York and is focused on expanding its book of business. Freestone Property Group is an affiliate of Greenbrook Partners. Greenbrook Partners is a leading investment manager with over $2 billion in assets under management (AUM) and a portfolio encompassing more than 440 buildings and 2,100 multifamily units across New York City.

Job Overview

Freestone Property Group is seeking a Facilities Manager to oversee building operations, preventative maintenance programs, unit turnover, and compliance-related maintenance across a residential portfolio. This role directly manages a team of Superintendents and Community Associates, and ensures consistent execution of preventative maintenance, timely resolution of service requests, and adherence to safety and compliance standards.

The Facilities Manager focuses on workforce leadership, maintenance quality, operational efficiency, and proactive building care across a scattered-site portfolio.


Key Responsibilities

Team Leadership & Workforce Management

• Directly manage and support a team of Superintendents responsible for preventative maintenance and internal work orders.

• Set expectations, assign priorities, and monitor workload distribution across the portfolio.

• Provide coaching, performance feedback, and accountability to ensure quality and consistency.

• Support hiring, onboarding, training, and development of Superintendents.

• Serve as an escalation point for complex maintenance issues and service challenges.

Preventative Maintenance & Building Operations

• Oversee execution of preventative and internal maintenance programs across all buildings.

• Ensure routine inspections, seasonal preparation, and system checks are completed on schedule.

• Identify recurring maintenance issues and implement corrective or preventative strategies.

• Review work orders for accuracy, prioritization, and completion quality.

• Partner with Property Management to ensure non-urgent requests are properly triaged and remotely troubleshot prior to dispatch when appropriate.

Compliance, Life Safety & Inspections

• Ensure completion and documentation of compliance-related maintenance, including fire/life safety systems, inspections, and corrective actions.

• Track inspection findings and oversee timely resolution of deficiencies.

• Support insurance-driven maintenance requirements and maintain proper documentation.

• Maintain accurate service logs, inspection records, and compliance documentation.

Maintenance Workflow & Systems Management

• Oversee maintenance request workflows to ensure appropriate prioritization and efficient use of Superintendent time.

• Ensure work orders, photos, notes, and close-out documentation are accurately recorded in internal systems.

• Track key performance indicators such as response times, resolution times, and repeat issues.

• Identify process gaps and implement improvements to maintenance workflows.

Vendor & Contractor Coordination

• Manage vendors performing routine maintenance, inspections, and corrective repairs.

• Review scopes of work, service performance, and documentation.

• Ensure vendors meet insurance, compliance, and performance requirements.

Uni Lifecycle Management

• Manage move in/out and turnover inspections across the entire portfolio

• Manage and lead a team of unit lifecycle associates

• Ensure the average turn time portfolio-wide is <7 days

Resident Access & Service Coordination

• Support coordination of resident access for maintenance work and inspections.

• Ensure professional communication standards are followed during service delivery.

• Assist with resolving access challenges and service escalations.

Qualifications

• Strong knowledge of building systems and preventative maintenance best practices.
• Familiarity with work-order management systems and operational reporting tools.
• Strong leadership, organizational, and communication skills.

Education and Experience:

• 5+ years of experience in facilities management, building operations, or maintenance leadership, preferably with experience within New York City
• Experience directly managing Superintendents or field maintenance teams required.
• Experience managing a scattered-site residential portfolio required.
• Experience supporting compliance inspections and corrective maintenance preferred.

Compensation and Benefits

• Competitive salary ($105,000 - $115,000) and the opportunity for quarterly, performance-based bonuses.
• Comprehensive health, dental, and vision insurance plans with a generous employer contribution.
• 401(k) plan with a generous company match.
• Paid time off and holidays.
• Ability to work from home one day a week.
• Opportunities for professional development and career advancement within a dynamic and expanding organization.

• Physical Requirements:

The physical demands described here are representative of those which must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to hear well enough to communicate via phone or in person to all internal and external customers.
• Must be able to communicate clearly and concisely.
• Normal daily physical activities to include walking, standing, sitting, stooping, bending, pushing and pulling.
• Must be able to read reports and use computer, phone and other general office equipment.
• Must be able to perform job functions outdoors, in all weather conditions.
• Must be able to lift up to 50lbs.
• Must be able to climb stairs, climb a ladder and walk in construction sites.