Maintenance Supervisor - Student Housing

Job Purpose The Maintenance Supervisor has primary responsibility for the physical integrity of each community and proper maintenance and oversight. The majority of a Maintenance Supervisor’s time is involved in the scheduling of work orders, the preparation of new apartments for occupancy, and completion of on‑going maintenance projects on each community. Primary Duties & Responsibilities Will always include those specifically assigned by the Community Manager Providing excellent service to residents, guests, employees and contractors Overseeing the maintenance staff for the community Providing training to all maintenance staff members to be able to fill‑in as necessary Scheduling work orders Maintaining the community effectively while following budget guidelines Overseeing the completion of routine service requests within 24 hours Completing service request records and informing the Community Manager of any resident maintenance issues Developing maintenance and cleaning schedule for all areas of the community including common areas, amenities, breezeways, parking lots and entrance areas Keeping maintenance shop in an organized and clean condition Purchasing all maintenance supplies in accordance with budget guidelines Adhering to all government policies including OSHA and EPA guidelines Reviewing work with all outside contractors prior to completion Maintaining operations and response plans for issues such as asbestos, lead and mold Specific Responsibilities Daily/Weekly Daily Community Manager Meetings: Meet with Community Manager at beginning and end of each day to review maintenance issues and make‑ready status. Communicate all maintenance concerns and plans of corrective action. On at least a weekly basis, discuss status of maintenance budget. Common Area Inspection: Walk common areas daily, before 10 a.m. Grounds Inspection: On peak days (i.e., Mondays), ensure that all areas of property are inspected by entire maintenance staff. Segment out the property for trash pick‑up. Maintenance Staff Meeting Enforce uniform standard and nametags. Schedule/organize technicians and groundskeeper. Review cleanliness of shop and supplies status (daily). Schedule Ensure maintenance coverage during all operating hours. Make‑Ready Preparation Get make‑ready report on a daily basis, schedule turns accordingly. Ensure vendor locks are installed (if utilized). Make‑Ready Board Update make‑ready board and make‑ready schedule in the CSR (daily). Workorders Schedule workorders and complete workorders as necessary. Ensure 24‑hour response policy (daily). Move‑Outs After Community Manager inspection, walk all move‑outs prior to make‑ready to determine whether touch‑ups can be done or full paint is needed (daily/as needed). Key Log Check key log daily. Ensure all keys are accounted for at end of day. If the office is open late, ensure office staff knows to check prior to close. On Call Provide on‑call coverage during non‑business hours. On larger properties, schedule maintenance on call amongst maintenance staff. Ensure all weekends are covered appropriately. Breezeway Cleanliness Enforce trash standards on property. Put out trash notices (daily). Logs Maintain MSDS/OSHA/EPA logs in shop and office (daily). Keep office staff and maintenance staff informed at weekly meetings of changes in MSDS sheets. Community Service Register (CSR) Ensure CSR is updated and properly utilized for maintenance functions. Maintain Preventative Maintenance Schedules as detailed in CSR. Irrigation Check weekly. Refer to preventative service schedule within CSR. Trash Compactor Oversight Ensure coverage on weekends or in supervisor’s absence (weekly). Overtime Review Enforce overtime policy. Ensure no overtime during week if possible. Communicate overtime status every Monday to Community Manager (weekly). Maintenance Inventory Check inventory weekly. Order supplies as needed. Utilize approved vendors (i.e., Century Supply) where possible and minimize retail purchases (i.e., Ace and Home Depot). Common Areas Ensure maintenance of common areas on weekends and Saturday afternoon cleans (weekly). Pool Maintenance Ensure weekly maintenance and coverage on weekends during season. Monthly Car Check: Walk entire property for car check monthly. Delegate car check to maintenance staff weekly. Communicate issues to Community Manager for follow‑up. Inspections: Perform all required inspections as detailed in the CSR. Inspect all breezeways monthly. Landscaping: Perform a monthly, scheduled walk with landscaping contractor to review all landscaping. Walk irrigation with contractor. Monthly Inspection: Walk property with Community Manager and review monthly inspection checklist. Inspect for liability issues, even if not on checklist. Present an updated CSR for review. Advise cost‑saving and efficiency ideas. Monthly Safety/Training Meeting: Conduct a monthly safety meeting to keep all personnel informed of safety regulations and changes. Include training topics to ensure staff can fulfill responsibilities and move up. Use meeting to ask about problems and get feedback on improvements and cost control. Calendar: Develop calendar for breezeway cleans and other non‑daily tasks. Use CSR schedule for guidance. Make‑Ready: Review make‑ready condition with contractors on an ongoing basis. Quarterly/Ongoing Quarterly Unit Inspections: Oversee filter change on quarterly basis and inspect units for mold and other problems during filter installs. Place notice in each unit reiterating community policies regarding trash, recycling and proper HVAC operation (standard letter). Training: Ensure maintenance staff has proper training and certifications. Alert Community Manager to training needs so classes may be scheduled. ADA: Be up to date on ADA policies. Advise Community Manager on issues. Warranties: Keep a log of warranty dates for major appliances and HVAC. Ensure equipment is inspected prior to end of warranty period. Emergency Vendor List: Maintain on‑call list for critical, time‑sensitive vendor functions: gates, outside plumbing lines, major electrical, tree removal, mold remediation. Equipment Inventory: Keep accurate inventory of all equipment. Verify monthly and provide list to Community Manager quarterly. Advise on needed equipment before order. Move‑Out/Move‑In Unit Inspection Pre‑Move Out: Start inspection at least 90 days prior to move‑in and walk all units. Can be part of quarterly maintenance inspection. Vendor Coordination: Coordinate all vendors during process and ensure they stay on schedule. Move‑In Status Review: Meet with Community Manager within 15 days of move‑in to review inspection forms. Ensure all issues addressed through follow‑up maintenance. Unit Inspection Post‑Move In: As part of quarterly maintenance review, coordinate walk of all units within 90 days of move‑in. Annually Budget: Keep a log of required, upcoming capital projects. Review capital needs with Community Manager and compile required projects list as part of budget process. Qualifications Working knowledge of electric, plumbing, HVAC and basic construction Ability to read, analyze, and interpret technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public Ability to solve practical problems and interpret a variety of instructions furnished in written, oral, diagram, or schedule form Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume Ability to read and understand operating statements and budgets Professional demeanor from previous maintenance experience Excellent customer service skills Good communication and listening skills. Able to lead, manage and train others Able to be an effective team player and interact well with others Organized and detail‑oriented Patient, even‑tempered and works well under pressure Effective time management skills Able to maintain confidentiality Able to follow directions from a supervisor Able to understand and follow posted work rules and procedures. Able to accept constructive criticism Must have own tools Able to climb and work from ladders and lift heavy loads Able to work weekends or overtime as job requires Education And Experience Requirements Associate degree (A. A.) or equivalent from two‑year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience 2 to 3 years hands‑on general maintenance experience 2 to 3 years hands‑on experience in the installation, maintenance, troubleshooting, and repair of building mechanical systems, including HVAC, plumbing and electrical systems Must have basic computer skills necessary to enter and retrieve data from a computer and to program access gates and systems via the computer Certificates, Licenses, Registrations Must be HVAC certified #J-18808-Ljbffr University Partners