Job Description: Facilities Manager
Position Title: Facilities Manager
Location: Moana Pacific Condominium
Reports To: General Manager
Department: Facilities Operations
Job Overview
The Facilities Manager is responsible for the leadership, planning, coordination, and oversight of all facilities operations at Moana Pacific Condominium. Reporting directly to the General Manager, this position oversees maintenance personnel, building infrastructure, preventive maintenance programs, contractor performance, regulatory compliance, and reserve-funded capital improvement projects.
The Facilities Manager provides technical leadership in maintaining sophisticated building systems while working collaboratively with consultants, architects, engineers, contractors, Board Members, and Association Management to preserve the long-term value, safety, and operational reliability of one of Hawaii's premier luxury high-rise residential communities.
This position plays a critical leadership role in ensuring the efficient day-to-day operation of the Association's facilities while supporting long-term asset preservation through proactive maintenance, capital planning, and continuous operational improvement.
Core Responsibilities
Team Leadership
- Supervise, schedule, mentor, train, and evaluate maintenance personnel.
- Establish departmental priorities, work assignments, and performance expectations.
- Promote a safe, productive, and customer-focused work environment.
- Ensure employees follow established policies, safety procedures, and best maintenance practices.
- Participate in employee hiring, onboarding, coaching, and performance evaluations.
Facility Operations
- Direct and oversee the operation, maintenance, repair, and preservation of all common areas and building infrastructure.
- Oversee HVAC, plumbing, electrical, mechanical, fire life safety, elevator, irrigation, pool, water feature, parking, lighting, building automation, and other building systems.
- Monitor equipment performance and operational reliability.
- Ensure maintenance activities minimize operational disruptions while maintaining high service standards.
Building Systems & Technical Leadership
- Evaluate building system performance and recommend repairs, modernization, or replacement strategies.
- Troubleshoot complex facility issues and recommend practical, cost-effective solutions.
- Review engineering reports, construction drawings, equipment submittals, technical specifications, and manufacturer documentation.
- Provide technical recommendations regarding equipment repairs, replacements, and long-term infrastructure planning.
- Coordinate technical issues with consultants, engineers, architects, contractors, and regulatory agencies.
Preventive & Predictive Maintenance
- Develop, implement, and continuously improve preventive and predictive maintenance programs.
- Ensure all required inspections, testing, certifications, and maintenance activities are completed and documented.
- Monitor maintenance performance metrics and identify opportunities for operational improvements.
- Maintain comprehensive maintenance records and equipment histories.
Capital Improvement Projects
- Assist the General Manager in planning, coordinating, and monitoring reserve-funded capital improvement projects.
- Coordinate with architects, engineers, consultants, contractors, vendors, and regulatory agencies throughout project development and construction.
- Review engineering reports, construction drawings, project specifications, equipment submittals, schedules, and contractor documentation.
- Assist in evaluating contractor proposals, project budgets, schedules, change orders, and project closeout documentation.
- Support project planning, bidding, quality assurance, and construction administration.
Vendor & Contractor Management
- Coordinate and supervise contractors, consultants, vendors, and service providers.
- Review contractor proposals and provide technical recommendations.
- Monitor project quality, contract compliance, schedules, and performance.
- Ensure all contractors maintain required licenses, insurance, certifications, and safety compliance.
- Participate in project meetings, site inspections, and contractor coordination meetings.
Safety & Regulatory Compliance
- Conduct routine property inspections.
- Ensure compliance with OSHA requirements, local building codes, fire safety regulations, environmental requirements, and Association policies.
- Coordinate required inspections, testing, permits, and regulatory documentation.
- Lead emergency response efforts involving utility failures, flooding, equipment failures, fire protection systems, or other facility emergencies.
Inventory, Purchasing & Budget Support
- Maintain maintenance inventories, tools, equipment, and supplies.
- Coordinate purchasing activities and monitor inventory levels.
- Assist with departmental budgeting and cost control.
- Recommend equipment purchases and operational improvements.
Administrative Responsibilities
- Maintain maintenance records, inspection reports, warranties, equipment manuals, and preventive maintenance documentation.
- Prepare operational reports and recommendations for the General Manager.
- Assist with Board and committee reports related to maintenance operations and capital improvement projects.
- Maintain accurate work order records and departmental documentation.
Resident & Customer Service
- Provide professional customer service to residents.
- Coordinate maintenance activities while minimizing resident disruption.
- Respond professionally to resident concerns and maintenance requests.
- Maintain positive working relationships with residents, Board Members, consultants, contractors, vendors, and staff.
Emergency Response
- Respond to after-hours emergencies involving building systems.
- Coordinate emergency repairs and contractor response.
- Assist Management during emergency preparedness and recovery efforts.
- Participate in on-call management coverage as assigned.
Qualifications:
Education
- Associate's or Bachelor's degree in Facilities Management, Construction Management, Mechanical, Electrical, Civil, Industrial, Building Systems, or a related technical discipline is preferred, or an equivalent combination of education, technical training, and progressively responsible facilities management experience.
- EPA 608 Certification, OSHA 10/30, Certified Pool Operator (CPO), or similar industry certifications are highly desirable.
Experience
- Minimum of eight (8) years of facilities or building maintenance experience.
- Minimum of three (3) years in a supervisory or management role.
- Experience managing maintenance operations within high-rise residential, commercial, hospitality, healthcare, or institutional facilities.
- Experience managing complex capital improvement projects.
- Experience coordinating with architects, engineers, consultants, contractors, and regulatory agencies.
- Experience interpreting construction drawings, engineering plans, technical specifications, and equipment documentation.
- Experience with preventive maintenance programs and computerized maintenance management systems.
Skills & Abilities
- Strong knowledge of HVAC, plumbing, electrical, mechanical, fire life safety, elevators, irrigation, pools, and building automation systems.
- Strong analytical and technical problem-solving abilities.
- Excellent leadership, organizational, communication, and decision-making skills.
- Ability to manage multiple projects and priorities simultaneously.
- Ability to communicate technical information effectively to non-technical audiences.
- Strong computer proficiency, including Microsoft Office and computerized maintenance management or work order systems.
Physical Requirements
- Ability to access all areas of the property, including rooftops, mechanical rooms, parking structures, and equipment spaces.
- Ability to walk the property daily, climb stairs and ladders, bend, stoop, crawl, and lift up to 50 pounds.
- Ability to work indoors and outdoors under varying environmental conditions.
- Ability to respond to after-hours emergencies.
Work Schedule
- Full-time, Monday through Friday.
- Availability for evenings, weekends, holidays, and emergency response as operational needs require.
- The Facilities Manager and General Manager will coordinate management coverage to ensure leadership availability during vacations or off-island travel.
Compensation & Benefits
- Competitive salary based on qualifications and experience.
- Medical Insurance.
- Dental Insurance.
- Vision Insurance.
- Paid Vacation.
- Paid Sick Leave.
- Paid Holidays.
- Professional development and certification opportunities.
Acknowledgment
This job description is intended to describe the general nature and level of work performed by the Facilities Manager. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, assign, or remove duties as operational needs require.
Pay: $130,000.00 - $160,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
