Regional Maintenance Facilities Manager Multifamily
AIY Properties is a dynamic private owner and manager of residential apartment communities throughout Northeast Ohio. AIY has grown tremendously in recent years and said growth offers stability and the opportunity to grow and contribute to the continuing success of the organization.
We have an immediate opening for an experienced Regional Maintenance Facilities Manager Multifamily in which he/she will be responsible for managing the operations and maximizing the financial value of the apartment communities.
This EXCITING opportunity is responsible for our apartment communities in Austintown, Newton Falls and Niles.
- This position requires that you live within 30 minutes of these apartment communities, this is NOT a remote position.
- This position requires 4-6 hours on a Saturday, once a month, and be able to be available for MAJOR Emergencies that may arise.
Regional Maintenance Facilities Manager Multifamily Responsibilities:
- Interview, supervise and train maintenance managers. This includes hands-on training and working with our technicians when necessary.
- Oversee tradesmen and vendors during installations, repairs or maintenance (electricians, plumbers etc.).
- Inspect and maintain building systems (heating, ventilation etc.).
- Contribute to the development of maintenance budget and ensure compliance.
- Monitor inventory of materials and equipment.
- Participate in coordination of projects on the property.
- Oversees and is involved with unit turns and move in dates. Works hand in hand with the Suite Prep Coordinator (SPC) and Maintenance Managers.
- Communicates with staff members, vendors, upper management and residents in a professional manner both verbally and written.
- Ensure adherence to quality standards and health and safety regulations. Conducts indoor and outdoor light audits.
- Helps troubleshoot and follows through with issues after they occur.
- Works with the Maintenance Managers to ensure units are being turned, deadlines are being met and oversees the building attendants and cleanliness of the buildings.
- Establishes a preventative maintenance schedule.
- Oversee landscaping and snow removal vendors. Works with property staff for snow removal and some landscaping.
- Manages all vendors and contractors.
- Have an emphasis on curb appeal.
- Have an emphasis on customer service.
- Understand the importance of communications with the customer and the front of the house.
- Ensure that your shops and boiler rooms and equipment rooms are in perfect order and condition.
- Be able to identify risk issues on the properties.
- Managing our associates.
Regional Maintenance Facilities Manager Multifamily Skills:
- Proven experience as maintenance supervisor or similar role.
- Strong technical knowledge of all building systems (electrical, heating etc.).
- Knowledge of health and safety practices and regulations.
- Understanding of budgeting and performance management.
- Excellent planning and leadership abilities.
- An eye for detail.
- Computer and tech savvy.
- Remains calm under pressure.
- Excellent communication and interpersonal skills.
- High school diploma; Degree from a vocational school or college degree is a plus.
- Professional Certifications (e.g. CMRP or HVAC certified) are preferred, but not required.
- Yardi, RealPage Level One, Mobile Yardi experience is a plus.
- Microsoft Office and SharePoint knowledge is a plus. Must be proficient in Microsoft Excel.
- Must be great at organizing and attention to detail.
- Must be proficient in using Yardi.
Regional Maintenance Facilities Manager Multifamily Goals:
- Provides high quality support and management of back of the house maintenance operations, and direct supervision of the maintenance manager.
- Functions and operations for the maintenance of the properties are being met.
- Maintenance work orders and suites are completed to the expectations of the company.
- Budget and cash flows are being followed, and that the properties financial performance is on par with the owner’s expectations.
- The purchasing of materials and services are inline along with obtaining pricing and bids from other competitive suppliers or contractors.
Results:
- Maintenance and suite prep closing ratio are met, with minimal errors and call backs.
- Creates a positive company culture of investing in our employees, i.e., new skills and time expectations.
- Maintenance managers and back of the house staff are meeting goals and financial targets.
Reports To:
- Managing Director and the Director of Facilities.
Essential Job Functions
Property Support:
- Supports the maintenance managers with new hire at all staff levels (GL’s, cleaners, techs). Provides feedback and suggestions to the managing director and human resources.
- Aids maintenance managers with training and support when new systems or policies are deployed in the area of maintenance or suite prep.
- Provide ongoing training/support for areas or individuals needing improvement.
- Works with the maintenance manager to ensure that the make ready boards are accurate and up to date, along with trying to attend unit availability meetings to ensure it’s being followed, along with the staff hitting their unit availability goals.
- The Regional Manager will look over the weekly work order report check the progress and then addressing issues with the maintenance manager.
- Train the maintenance managers and suite prep coordinators on the budget and the cash flow.
- Ensure the front of the house regional manager knows the work and projects on their properties.
- Facilitate a smooth relationship with front of the house regional manager and staff.
- Correct curb appeal issues with contractors and the maintenance manager.
Administration Support:
- Administer Yardi maintenance training to all necessary maintenance staff.
- Maintains proper market ready and maintenance work order detail in Yardi with the maintenance manager.
- Assists in training on purchase orders and marketplace. i.e., change orders, restarting the workflow etc.
- Provides guidance to maintenance manager for structuring workday.
- Help maintenance managers understand cash flows and budgets.
- Creates budgets with managing director.
Professionalism and Teamwork:
- Willingness to help others accomplish assigned tasks and reach team goals.
- Reliable, dependable and trustworthy.
- Builds and maintains ongoing positive working relationships.
- Actively participates in staff teambuilding.
- Creates strong working partnership with maintenance staff and PM in order to maintain excellence in product and service to residents.
- Offers concrete, positive help to colleagues.
- Asks/receives help via guidance/constructive criticism in a gracious manner.
- Demonstrates integrity, admits and learns from mistakes.
- Exhibits professional communication skills and a polished presentation of self.
- Provides support and guidance with our policies and procedures with employees.
Maintenance Support:
- Ensures consistency of and adherence to all maintenance processes; is valued as a highly skilled and experienced regional manager.
- Trains and coach’s property staff on quality customer experience to achieve customer loyalty, community occupancy, and community objectives.
- Maintains an accurate and in-depth knowledge of each property, particularly in areas such as maintenance personnel, vacant suite preparation and move out, and maintenance work order completion.
- Inspects units for quality and timely completion and works to improve this through proper training when standards are not met.
- Creates urgency for maintenance work order completion.
- Manages positive connections with tenants and maintenance staff.
- Manages positive connections with maintenance staff and front office staff.
- Follows and sets the example for staff adherence to all AIY processes and guidelines.
- Daily reporting to the managing director and owners.
- Delivers coaching and technical training to eliminate repeat maintenance visits.
- Provides proper coaching and support to maintenance staff in areas of priority and time management.
- Works with the maintenance manager to ensure the proper inventory for supplies and continues to monitor tool inventory so work can be carried out.
- Works with the maintenance staff, maintenance manager and all stakeholders to ensure they are exhausting all means possible before calling in a contractor or special services.
- Process is as follows:
- Tech communicates to maintenance manager they are unable to repair the item.
- Maintenance manager goes with the tech to view problem and either assists technician or checks if another technician can assist.
- If no one can complete the work, then the maintenance manager contacts the regional manager to explain problem and that they need to call the director of facilities and special services.
- The director of facilities and special services then directs the maintenance manager and regional manager on how to remedy the problem or to call a vendor.
- Discuss thought process and problem-solving process with maintenance staff and maintenance managers.
- Prioritize time to items on property where improvement is necessary.
- Regional Manager to review PSR report on a weekly basis to ensure goals are met with suits and work orders.
- Review weekly work order report with maintenance managers and identify problems.
- Regional Manager responsible for projects and bank or insurance inspections.
- Project sheets to be used to ensure projects stay on necessary timeline.
- Regional Manager responsible for ensuring that invoices and photos of projects, bank or insurance inspects are provided to the managing director.
- Works to ensure that the maintenance managers are working with their technicians in putting the right technician on the correct job based on skills.
- Monthly pulls the aged vacant report for their property to see where units have been sitting and why, and works with the maintenance manager to ensure that those units can be brought back on line.
- Works with the maintenance manager to ensure that any escrow items for the maintenance side, are handled in a timely manner, and then communicated to the front of the house regional manager.
Customer Service:
- Trains staff to fulfill customer needs in a courteous, professional, and timely manner resulting in tenant loyalty and retention.
- Effectively coaches the management on monitoring of service requests.
HR:
- Manages staff adherence to all company policies and procedures. Works directly with the maintenance managers to address areas where employees are not in compliance.
- Understands and complies with Federal and State landlord-tenant Fair Housing, Americans with Disabilities Act, Fair Credit Reporting Act, and all other laws pertaining to fair housing.
- Reports safety hazards and works directly with the staff for compliance.
- Works with the maintenance managers on hiring, disciplinary issues and terminations.
- Regional Manager responsible for hiring, discipline and termination of maintenance managers.
- Regional Manager responsible for approval of time and payroll for their assigned properties.
Financial Results:
- Meets maintenance work order and suite prep closing benchmark and contributes to the team’s ability to achieve high level tenant retention.
- Works with the managing director to adhere to the budgets and offers sound suggestions on expenses.
- Ensures budgets are being met, and if not provide reasons why to the managing director.
The Regional Maintenance Facilities Manager Multifamily position is an excellent opportunity for someone who wishes to make a difference in a progressive and family-oriented organization. Competitive salary and excellent benefits including health, dental, vision, 401(k) including Safe Harbor Match, vacation, sick & personal time off, voluntary life insurance and voluntary short-term disability. EOE
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Have you ever been convicted of a crime within the past 7 years, other than minor traffic violations? Reply YES or NO? If YES please explain.
- Experience with preparing annual operating and capital budgets?
- Involvement with monthly evaluation of net operating income?
- Explain the types of software used to facilitate the day-to-day activities of apartment communities?
- How will you add value to this position?
- Are you willing to work 4-6 hours on a Saturday, once a month?
- In detail, why are you qualified for the Regional Maintenance Manager position (include total units, total supervised, years of experience, etc.)?
- What is your current City & State?
- What is your salary requirement for the Regional Maintenance Manager position?
-Your application will be automatically rejected if include any of the following: Open or Negotiable or Commensurate with Experience.
- Do you have a valid Driver’s License AND Reliable Vehicle?
- Please include your last 2 positions, including Company, Title, Start & End Date and how many supervised and type of positions?
Work Location: In person
