Portfolio Maintenance Manager – Great Falls Position Summary
The Portfolio Maintenance Manager oversees the day-to-day maintenance operations of a multifamily apartment portfolio in Great Falls consisting of approximately 15 buildings and 575 units.
This position leads a maintenance team of approximately 4–10 technicians, coordinates vendors, oversees resident work orders and unit turns, manages preventative maintenance, maintains company property standards, and helps protect the physical condition and long-term value of the properties.
This is a working manager position. The Portfolio Maintenance Manager is expected to maintain an active field presence, regularly work alongside maintenance technicians, and perform hands-on maintenance work while also managing staffing, training, scheduling, priorities, inventory, expenses, documentation, and team accountability.
Qualifications
- Minimum of three years of experience working in construction or property maintenance.
- Previous leadership, supervisory, or maintenance team lead experience required.
- Strong working knowledge of plumbing, electrical systems, appliance repair, drywall, painting, carpentry, and general construction.
- Ability to independently troubleshoot and resolve a wide range of maintenance issues.
- Ability to lead employees, establish priorities, delegate work, coordinate multiple properties, and hold employees accountable.
- Strong communication, organization, time-management, decision-making, and problem-solving skills.
- Ability to balance hands-on maintenance work with supervisory and administrative responsibilities.
- Ability to use smartphones, mobile applications, email, and maintenance software.
- Valid driver’s license, acceptable driving record, and reliable transportation required.
- HVAC certification, boiler experience, or other relevant trade certifications are preferred.
Primary Responsibilities Team Leadership & Operations
- Supervise, support, train, and provide daily direction to maintenance technicians.
- Assign and prioritize work orders, unit turns, preventative maintenance, property projects, and emergency repairs.
- Allocate and reassign maintenance staff throughout the portfolio based on property priorities and operational needs.
- Develop employee schedules, coordinate time-off coverage, and ensure adequate staffing.
- Participate in recruiting, interviewing, onboarding, performance evaluations, coaching, and corrective action.
- Hold employees accountable for attendance, productivity, work quality, safety, communication, professionalism, documentation, and timely completion of assigned work.
- Maintain clear communication with property managers and company leadership regarding maintenance priorities, staffing, projects, property conditions, and significant concerns.
Property Manager Coordination
- Work collaboratively with property managers to identify maintenance priorities, address resident concerns, coordinate unit turns, and maintain property standards.
- Evaluate maintenance needs, determine the appropriate response, allocate maintenance resources, and coordinate workflow throughout the portfolio.
- Communicate staffing limitations, conflicting priorities, project delays, and significant maintenance concerns to property managers and company leadership.
- Ensure property concerns are documented, assigned, and followed through to completion.
Property Maintenance & Work Orders
- Oversee the timely and professional completion of resident service requests.
- Review outstanding work orders and establish priorities based on urgency, resident impact, safety, and risk of property damage.
- Perform general maintenance, including plumbing, electrical repairs, appliance repair, drywall, painting, carpentry, flooring, general construction, troubleshooting, and unit turns.
- Assist technicians with complex repairs and inspect completed work as necessary to ensure company quality and safety standards are met.
- Conduct regular property inspections to identify maintenance, safety, building condition, cleanliness, and curb appeal concerns.
- Identify deferred or recurring maintenance issues and recommend practical, cost-effective repair or replacement solutions.
- Promptly report significant property damage, safety hazards, service interruptions, and potential liabilities.
Unit Turns
- Coordinate upcoming move-outs, vacant units, scheduled move-ins, and leasing priorities with property managers.
- Develop unit-turn schedules and assign employees, vendors, materials, and other necessary resources.
- Inspect vacant units, identify required work, monitor progress, and ensure units meet company rent-ready standards.
- Communicate delays or unexpected repairs that may affect scheduled move-in dates.
- Complete or coordinate final inspections before units are released as rent-ready.
Preventative Maintenance & Building Systems
- Develop and maintain preventative maintenance schedules for properties, equipment, and major building systems.
- Monitor HVAC systems, boilers, water heaters, plumbing, roofs, lighting, electrical systems, drainage, and other building components.
- Coordinate seasonal maintenance, including snow removal, winterization, freeze prevention, and other weather-related needs.
- Identify potential concerns before they result in property damage, service interruptions, or unnecessary expenses.
- Ensure maintenance shops, storage areas, tools, equipment, and company vehicles remain organized, secure, maintained, and operational.
Vendors, Projects & Expenses
- Determine when work should be completed internally and when outside contractors are necessary.
- Obtain bids and assist with project planning, scheduling, and oversight.
- Coordinate vendor access and monitor project progress, quality, safety, and compliance with the approved scope.
- Monitor maintenance inventory and ensure commonly used materials and supplies remain adequately stocked.
- Purchase materials and supplies according to company purchasing policies and established authorization limits.
- Help control maintenance expenses, overtime, material waste, unnecessary outsourcing, and avoidable emergency repairs.
- Evaluate repair-versus-replacement decisions and recommend cost-effective, long-term solutions.
Documentation & Performance
- Ensure maintenance employees properly use company maintenance software and maintain accurate work-order records.
- Review completed work orders for appropriate notes, labor, materials, photos, follow-up needs, and completion status.
- Maintain records of property inspections, preventative maintenance, unit turns, vendor work, and significant maintenance activities.
- Monitor maintenance performance, including outstanding work orders, completion times, unit-turn timelines, preventative maintenance completion, employee productivity, overtime, expenses, and recurring maintenance concerns.
- Provide maintenance updates and performance information to company leadership as requested.
Safety & Compliance
- Ensure maintenance operations comply with company policies and applicable local, state, and federal requirements.
- Train employees on company safety procedures and proper use of tools, equipment, vehicles, ladders, materials, and personal protective equipment.
- Identify and promptly address unsafe property conditions, work practices, tools, or equipment.
- Report workplace injuries, property damage, safety incidents, and potential liabilities according to company procedures.
- Maintain safe and organized maintenance shops, work areas, vacant units, and project sites.
Emergency & On-Call Responsibilities
- Develop, maintain, communicate, and oversee the rotating on-call schedule.
- Ensure after-hours emergency coverage is adequately staffed and on-call procedures are followed.
- Provide technical assistance and leadership during significant or complex emergencies.
- Respond when an emergency exceeds the experience, ability, availability, or authority of the assigned on-call technician.
- Coordinate additional employees, vendors, property managers, or company leadership when necessary.
- Ensure emergency work is documented and required follow-up repairs are completed.
Physical Requirements
- Ability to regularly lift and carry 50 pounds or more.
- Ability to climb ladders and stairs and frequently bend, kneel, crouch, reach, and work in confined spaces.
- Ability to safely operate maintenance tools and equipment.
- Ability to perform physical maintenance work for extended periods.
- Ability to work indoors and outdoors in varying weather conditions.
- Ability to travel regularly between properties throughout the Great Falls portfolio.
- Ability to respond to after-hours maintenance emergencies as required.
Schedule & Availability
- Full-time position.
- Standard work schedule is generally Monday through Friday.
- Regularly scheduled shifts will begin no earlier than 8:00 a.m. and end no later than 6:00 p.m., except when emergencies, projects, or operational needs require work outside those hours.
- Participation in the rotating on-call schedule is required.
- Responsible for ensuring the on-call schedule is adequately staffed, communicated, and followed.
- Occasional evening, weekend, or holiday work may be required due to emergencies, projects, severe weather, staffing needs, or other operational requirements.
- Regular and reliable attendance is required.
Compensation & Benefits
- Competitive hourly compensation based on experience.
- 10% employee housing discount.
- Two weeks of paid time off.
- One week of paid sick leave.
- Six paid holidays annually.
- Employer credit equal to 50% of eligible employee health insurance coverage.
- Company tools and equipment provided as applicable.
Ideal Candidate
- Takes ownership and consistently follows through.
- Leads by example and works alongside the maintenance team.
- Is organized and able to prioritize multiple properties, employees, projects, and competing demands.
- Maintains high standards for property appearance, resident service, safety, and work quality.
- Demonstrates urgency while considering quality, cost, and long-term results.
- Holds themselves and their team accountable.
- Communicates professionally with residents, employees, property managers, vendors, and company leadership.
- Is dependable, adaptable, practical, and solutions-oriented.
Job Type: Full-time
Pay: $65,000.00 - $85,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Ability to Relocate:
- Great Falls, MT: Relocate before starting work (Required)
Work Location: In person
