Maintenance Operations Manager

Maintenance Operations Manager

REPORTS TO: VP of Properties & Development

DEPARTMENT: Facilities

TOTAL HOURS: 37.5 Hours per week/Full-Time

LOCATION: Main Office

Salary Range: $75,000 annually

EEOC STATUS: Exempt/First/Mid-Level Officials & Manager

General Description

The Maintenance Operations Supervisor is responsible for the strategic oversight, coordination and management of maintenance operations across agency-owned and leased properties to ensure safe, compliant, and well-maintained environments for clients, future clients, visitors and team members. This position provides leadership and direction to the maintenance team, coordinates vendors and contractors, manages preventative maintenance initiatives and ensures operational compliance with all applicable laws, regulations and agency standards.

Duties and Responsibilities

Operations & Facilities Management:

• Direct and oversee all day-to-day maintenance operations for agency owned- and leased properties.
• Ensure properties are maintained in compliance with all applicable laws, codes and standards, and regulatory requirements.
• Prioritize, assign, and monitor work orders, maintenance requests and repair schedules to ensure timely completion and quality standards.
• Develop, implement, and monitor preventative maintenance repairs to properties, including but not limited to HVAC, plumbing, electrical, boiler and hot water systems.
• Coordinate and manage relationships with vendors, contractors, landlords, inspectors, utility providers, tenants and program staff regarding repairs, and property-related disruptions.
• Oversee utility management, including inspections, meter readings, and coordination of services (i.e. fire extinguishers, smoke detectors)
• Conduct routine property inspections and operational assessments to identify maintenance needs, safety concerns, and long-term facility improvement opportunities.
• Supervise organization and upkeep of storage areas inventory and facilities.
• Collaborate with the VP of Properties Management & Development to plan future repairs, renovations, and capital improvement project needs.
• Identify and recommend opportunities for cost savings, efficiency improvements, and timely work-order service delivery.
• Oversee inventory management for maintenance equipment, supplies, tools and materials to handle the most common repairs and situations.
• Manage fleet maintenance records, including inspections, servicing and registration of agency vehicles.
• Help ensure properties are well-maintained and operationally efficient, and audit ready at all times.

Safety & Supervision:

• Supervise, direct, coach and evaluate Maintenance Technicians on maximizing work order productivity, cost savings and overall improvements to properties.
• Assign work responsibilities, monitor productivity and ensure accountability for performance expectations and completion of assignments of repairs and renovations projects, including inspecting completed work.
• Participate in interviewing, hiring recommendations, training, performance evaluations, corrective action and disciplinary recommendations.
• Ensure adherence to OSHA and all safety standards and protocols.
• Investigate maintenance-related incidents, identify corrective actions, and implement preventative measures.
• Implement and monitor emergency preparedness procedures, including maintaining fire safety lists, inspections and renewals.
• Ensure Maintenance Technicians are practicing safety protocols.
• Delegate tasks effectively and ensure accountability for timely completion of work orders.
• Meet regularly for supervision and provide ongoing feedback to staff.
• Oversee emergency maintenance response procedures and coordinate appropriate staff coverage, including on-call schedules.

Communication & Coordination:

• Serve as the primary point of contact for maintenance-related operational issues and escalations.
• Communicate effectively with leadership, program staff, residents/clients, contractors, and external stakeholders regarding maintenance operations and project status.
• Participate in organizational planning initiatives and interdepartmental collaboration efforts including coordinate client/residents moves and storage needs in collaboration with program staff.
• Ability to make sound decisions, prepare clear concise reports and recommend improvements by communicating effectively both written and verbally.
• Utilizes maintenance management systems (i.e. Foothold) and related technology platform to oversee workflow, reporting and operational tracking of work orders.
• Maintain consistent and timely follow-up on all communications, including calls, emails and site visits.
• Accepts and follows through on any other task or duty as assigned or required.

Qualification and Competencies

• High School Diploma required; associate or bachelor's degree preferred.
• Minimum of five years of progressively responsible facilities or property maintenance experience, including supervisory or management experience.
• Knowledgeable and skilled in troubleshooting, repair of mechanical, electrical, and electronic equipment, repair and maintenance of HVAC systems, plumbing, experience in installation and general repairs.
• Strong leadership, supervisory, organizational and operational management skills.
• Ability to exercise independent judgement and decision-making authority in a fast-paced environment.
• Strong communication, conflict resolution, and staff development skills. Highly organized, self-starter with ability to develop processes to facilitate workflow.
• Critical thinking and sound judgment skills are necessary.
• Proficiency using maintenance management systems and Microsoft Office applications.
• Ability to handle and prioritize multiple tasks and meet all deadlines.

Physical Demand and Working Conditions

• Must be able to walk properties, which includes climbing stairs.
• Must be able to bend, lean forward, squat, kneel, climb stairs, push, pull, reach and carry supplies.
• Stand for extended periods of time.
• May be required to lift and carry up to 50 lbs. without assistance.
• 90% Travel to other work sites and properties; 10% office work
• Adheres to Agency policies, including HIPPA Policies & Procedures/Compliance Plan.
• Must be available to work a flexible schedule and assist during nights, weekend, holidays and On-call hours as needed.

This job description does not restrict management's right to assign or reassign duties and responsibilities to this job and is subject to change at any time.