Maintenance Supervisor

Job Summary:

The Maintenance Supervisor is responsible for the pleasing appearance and the proper physical operation of the property. The Maintenance Supervisor performs a wide variety of maintenance, supervisory, and administrative tasks as required. The Maintenance Supervisor position is a “working supervisor” position; therefore, the Maintenance Supervisor can expect to be involved directly in completing various maintenance or repair responsibilities. The nature of the responsibilities of the position often require considerable physical exertion in performing tasks related to the repair and maintenance of the buildings, grounds, mechanical, plumbing, HVAC, electrical, and electronic systems of the property. The Maintenance Supervisor must accomplish these responsibilities by creating a positive work environment; building relationships with the service staff, contracted vendors, other staff and residents; exercising good judgment; delivering outstanding customer service; and actively participating on the community management team. In addition, the Maintenance Supervisor functions in a residential setting; therefore, good communication and customer service skills are necessary at all times.

ESSENTIAL FUNCTIONS:

RESPONSIBILITIES

• Oversee work of all vendors contracted to do work on or provide services for the physical facility. Develop positive relationships with vendors, keeping in mind the best interests of the property and residents.
• Select, train, supervise and evaluate Assistance Maintenance, Groundskeeper, Work Study Student Residents and Housekeeper (all positions do not exist at all properties)
• Develop specifications for the work to be completed, often in consultation with the General Manager. Review and comprehend specifications that are provided by the corporate office. Make specifications available to possible vendors.
• Review bids received from vendors, sometimes in consultation with the Property Manager and determine which vendor will be assigned the work. Cost, prior experience with vendor, information from references, and ability to complete quality work in the allocated time will be some of the considerations in evaluating the bid.
• If appropriate, negotiate in advance with vendor to obtain better pricing, a revised schedule of work, a revised period in which the work will be completed, or other related matters. Document any changes in writing, including the signature of the vendor and the Property Manager.
• Review the work of vendors while they are on site and immediately discuss any concerns. Inspect work when completed to determine if it meets the specifications and any other applicable standards. If the inspection is delegated for some reason to another appropriate individual, ensure that the individual understands how the work is to be evaluated.
• Review on an ongoing basis the contracts/agreements with vendors that provide supplies or ongoing services; determine if the property is receiving a good value for the work that is being done. Discuss any recommended changes with the Property Manager and implement, if appropriate.
• Manage areas of the budget related to facilities
• Manage the work flow of service requests and other tasks in order to ensure the smooth operation of the property.
• Partner with General Manager on effective procedures to ensure that the Maintenance Supervisor receives service requests in a timely and orderly manner from office staff. Ensure that procedures lead to the information noted being as complete and detailed as possible.
• Assign work and ensure that office staff have any information and tools they need in order to respond effectively to questions from residents, particularly if the repair will be delayed for some reason.
• Review documentation of work completed at the end of the day, and note this information in the management operating/ accounting system.
• Assess performance of staff in completing service requests, including whether a call back is necessary, efficiency of staff, their problem-solving skills of staff, and any feedback from residents or the Property Manager.
• Partner with Property Manager Budget departments that deal with facilities.
• Discuss with the Property Manager at what level the Maintenance Supervisor may have authority to make/approve purchases or contract for services without consulting with the GM.

• Understand how expenses will be coded to various general ledger accounts, and be aware of overall monthly expenses to ensure that expenses are in line with what is budgeted. Meet periodically with the Director of Finance and Administration to discuss this and any other related questions.
• Discuss in advance with Property Manager if expenses may exceed the amount budgeted for the month
• Review Turn Manual with Property Manager and begin to plan for the Turn process in late winter. Ensure that all tasks within the scope of responsibility of the Maintenance Supervisor are completed within established timelines.
• Obtain necessary bids from vendors with the assistance of the Property Manager. Bids will be based on any applicable specifications for the work to be completed.
• Evaluate bids with Property Manager and determine which vendors will be selected.
• Maintain ongoing positive communication with selected vendors and provide them with necessary information throughout the Turn planning and implementation processes.
• Ensure that other maintenance, grounds, housekeeping and student staff are trained related to their responsibilities during the Turn process. Involve them in the planning, if appropriate.
• Assign work to vendors during the Turn process; complete this task based on corporate standards and what is known about the vendor and his/her work force.
• Work effectively with Property Manager, Team Leaders, vendors and property staff to ensure that work is completed based on specifications and within established time periods.
• Meet with the Property Manager and any other appropriate staff after Turn to evaluate how it went. Ensure that any comments are noted in writing, in order to assist with planning for the following year.
• Achieves high productivity through reliable and punctual attendance and report any tardiness, attendance, and disciplinary issues to immediate supervisor.
• Other duties as assigned