Senior Maintenance Supervisor

Principal Objective of Position:

The Senior Maintenance Supervisor is responsible for overseeing the maintenance, operation, and overall management of assigned commercial properties. This role supervises other maintenance technicians, coordinates in-house and third-party service providers, manages work order processes, and ensures compliance with safety and regulatory standards.

The Senior Maintenance Supervisor plays a critical leadership role in maintaining the functionality, safety, and efficiency of building systems while ensuring responsive service to healthcare tenants and patients. This position supports operational excellence through proactive maintenance planning, regulatory compliance, vendor oversight, and continuous improvement initiatives.

Essential Functions:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Leadership & Team Oversight

• Supervise, direct, and mentor maintenance technicians and support staff.
• Source, hire, train, and oversee in-house and third-party maintenance personnel.
• Assign and prioritize work orders, preventive maintenance tasks, and special projects.
• Conduct performance evaluations and provide ongoing coaching and development.
• Maintain clear communication with all team members regarding building operations, deficiencies, tenant concerns, and service expectations.

Maintenance Services Coordination

• Coordinate in-house and third-party maintenance services to ensure timely and cost-effective completion of work.
• Develop, implement, and ensure completion of regular maintenance task lists (e.g., grounds inspections, monthly fire equipment inspections, elevator recall tests, emergency power testing).
• Communicate expectations to vendors and contractors and provide reporting templates as required.
• Monitor vendor performance and ensure compliance with contractual obligations and regulatory requirements.

Work Order Management

• Receive, distribute, and track work-order requests using facilities management software (e.g., Yardi Facility Manager).
• Ensure timely response and completion of work orders, particularly equipment-related issues such as leaks, temperature complaints, and life-safety concerns.
• Maintain accurate records of service requests and completed work.

Building Systems Oversight

• Oversee the operation, maintenance, and inspection of building systems including HVAC, plumbing, electrical, elevators, fire suppression/alarm systems, building automation systems, and emergency power systems.
• Coordinate and track required inspections and regulatory testing.
• Ensure compliance with healthcare-related safety standards and local, state, and federal regulations.
• Maintain documentation for audits and inspections.

Equipment & Asset Management

• Produce, verify, and update building equipment inventories.
• Create and maintain maps identifying the location of each piece of equipment.
• Ensure all onsite equipment is properly tagged and labeled with identifying numbers or letters.
• Assist in lifecycle planning and capital forecasting for major systems.

Major Repair & Replacement Projects

• Assist in scope development for Major Repair & Replacement (MRR) projects.
• Gather, review, revise, and submit estimates for capital and major repair projects.
• Collaborate with Property Management and leadership to evaluate project needs and funding considerations.
• Oversee execution of approved capital projects to ensure quality and minimal disruption to medical tenants.

Site Visits & Reporting

• Share responsibility for quarterly site visits to assigned properties.
• Ensure accurate recording and verification of equipment lists during site inspections.
• Complete Yardi Facility Manager inspection reports within one week of site visits, including photographic documentation and proper file storage.
• Schedule meetings and compile reports with Property Managers to review findings, deficiencies, and recommended corrective actions.

Safety & Compliance

• Promote and enforce workplace safety standards and OSHA compliance.
• Ensure fire life safety systems are inspected and maintained according to code.
• Support infection control awareness within medical office environments when applicable.
• Investigate incidents and implement corrective measures as necessary.

Other Responsibilities:

• Participate in continuous improvement initiatives to enhance facilities operations.
• Stay informed of industry trends, regulatory updates, and best practices in facilities management.
• Attend relevant training and development workshops.
• Other duties as assigned.

Education and Experience Required:

• Minimum of five years of experience in facilities management or commercial building maintenance, with supervisor responsibilities.

Knowledge, Skills, and Abilities Required:

• Strong knowledge of building systems and maintenance practices.
• Proven experience in vendor management and contract negotiations.
• Working knowledge of fire safety codes and regulatory compliance standards.
• Excellent organizational, communication, and interpersonal skills.
• Proficiency in facilities management software (e.g., Yardi) and Microsoft Office.
• Strong problem-solving and decision-making abilities.
• Ability to effectively use a computer and other basic office equipment for extended periods of time.
• Ability to work collaboratively and effectively in a team environment.
• Ability to travel 50-60% of the time.

Preferred Qualifications:

• Bachelor's degree in Facilities Management, Engineering, or a related field.
• Experience working with building automation systems
• EPA certification preferred
• Minimum of three (3) years of supervisory experience
• Experience overseeing multiple commercial properties.
• Medical office or healthcare facility experience

Work Environment:

This role will require working in various facility environments and conditions. Travel between locations will be required. Exposure to the elements, including snow, rain, heat, and cold may be required from time to time.