Maintenance Manager

Maintenance Manager

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

HTM's shelters, kitchens, offices, and program spaces are where people experiencing homelessness sleep, eat, shower, and rebuild their lives. When a building fails, the mission fails with it. Not eventually. That night.

The Maintenance Manager keeps an assigned portfolio of HTM properties functional, safe, and well-kept. The role runs three streams of work at once. Preventive maintenance is scheduled and completed before equipment fails. Reactive work orders are triaged, assigned, and closed within response standards. Specialty work beyond the in-house crew's scope is sourced, scoped, and verified through licensed outside vendors.

Each Maintenance Manager is assigned a site portfolio and a team of Maintenance Technicians by the Director of Maintenance. Portfolios are reassigned as the organization's site footprint changes.

The standard is not adequate maintenance. It is properties that reflect the dignity HTM extends to every person it serves. The Maintenance Manager is accountable for that standard holding across an assigned portfolio, every day.

Responsibilities

Team Leadership and Personnel Management

• Supervise assigned Maintenance Technicians, including work assignment, coaching, training, and performance evaluation.
• Set daily and weekly priorities across the assigned portfolio and redistribute workload as demand shifts.
• Inspect completed work and work practices for adherence to HTM standards. Correct through coaching, training, and direct guidance.
• Conduct performance evaluations and issue corrective action in coordination with Human Resources.
• Recommend hiring, advancement, compensation, and separation decisions to the Director of Maintenance.
• Ensure the team correctly uses all required software and adheres to associated policies, including MaintainX and ADP.
• Review and approve technician timekeeping before payroll deadlines.

Planned and Preventive Maintenance

• Own the preventive maintenance schedule for all assigned sites and equipment.
• Schedule and assign preventive work so it is completed on interval rather than deferred into reactive repair.
• Track completion against schedule and report deferred or missed intervals to the Director of Maintenance.
• Conduct site walkthroughs to identify deteriorating conditions before they become work orders.
• Maintain equipment records, service histories, and warranty documentation for assigned properties.

Reactive Work Order Management

• Triage incoming MaintainX requests for the assigned portfolio. Assign by urgency, skill required, and site impact.
• Assign work orders to the appropriate technician and ensure timely completion and quality.
• Escalate conditions that pose an immediate safety risk to the Director of Maintenance and the Risk and Safety team.
• Track response and resolution times against departmental standards. Report recurring failures and chronic sites.
• Verify work order documentation, including photos and status updates, is complete before closure.

Vendor and Project Coordination

• Determine which work exceeds in-house scope and route it to outside vendors.
• Source and scope specialty work including licensed plumbing, electrical, HVAC, roofing, and abatement trades.
• Verify contractor licensing, workers' compensation coverage, and general liability certificates are current before work begins.
• Obtain competitive quotes within established procurement standards and recommend vendor selection to the Director of Maintenance.
• Schedule vendor site access and coordinate around program operations and participant needs.
• Inspect and verify completed vendor work before approving invoices for payment.
• Support new site builds, renovations, and de-mobilizations as assigned.

Supply, Equipment, and Vehicle Oversight

• Forecast supply and equipment needs for scheduled work. Communicate purchasing requirements to the Director of Maintenance.
• Ensure all assigned maintenance vehicles are organized, stocked, and ready before work begins.
• Maintain accountability for assigned tools, equipment, and vehicle condition.

Safety and Compliance

• Model and enforce all safety policies and procedures across assigned properties.
• Report all incidents and injuries to the Risk and Safety team and Operations leadership promptly.
• Complete hazard corrections assigned by Risk and Safety within the assigned completion date. Communicate barriers before the date lapses.
• Participate in safety committee activities as assigned.

Marginal Functions

• Perform hands-on repair work when technician coverage is unavailable or when a condition requires immediate correction.
• Represent the Maintenance department in cross-departmental meetings.
• Perform additional duties as assigned by the Director of Maintenance.

Required Skills & Core Competencies

• Leads a maintenance team across multiple sites with clear assignments, consistent accountability, and a coaching presence.
• Manages a high volume of concurrent work orders through MaintainX with accurate prioritization and timely follow-through.
• Distinguishes work that belongs in-house from work that requires a licensed contractor, and routes it correctly the first time.
• Holds preventive maintenance to schedule without allowing deferred service to accumulate.
• Scopes specialty work clearly enough to obtain comparable quotes from multiple vendors.
• Inspects completed work with a trained eye and addresses quality or safety issues directly and constructively.
• Forecasts supply and equipment needs before gaps affect operations.
• Communicates clearly and professionally in writing and verbally with staff, program leadership, and contractors.
• Manages competing priorities across a multi-site portfolio without losing accuracy or responsiveness.
• Works effectively in environments serving people in crisis, demonstrating professionalism and respect at all times.
• Proficient in MaintainX, ADP, Microsoft Office, and Google Workspace.

Qualifications

• High school diploma or equivalent required. Trade certification, vocational training, or an associate's degree in facilities management, construction, or a related field preferred.
• Minimum three years of experience in facilities or building maintenance required.
• Minimum two years of supervisory or team lead experience required.
• Working knowledge of plumbing, electrical, HVAC, structural repair, and painting required.
• Ability to operate vehicles, power tools, and hand tools proficiently.
• Physical stamina to work actively across field sites in a high-paced environment. Must be able to lift, push, and pull up to 75 pounds.

Mandatory Requirements:

• Background Screening – Employment is contingent upon the successful completion of a criminal background check.
• Drug and Alcohol Testing – Candidates must pass pre-employment and, if applicable, ongoing drug and alcohol screenings in accordance with company policy.
• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.
• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the United States.
• Compliance with Company Policies – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

Physical, Demands, Environmental Conditions, Equipment

The physical demands described here 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 job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 75 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; copy, postage, and fax machines. Complete all required forms in personal writing.