Director of Facilities and Maintenance

Career Opportunities with The Community Builders

A great place to work.

Position Description:

The Director of Facilities under the direction of the Executive Vice President of Property Management has overall responsibility for providing leadership and vision for the maintenance programs, assessing current and future needs and developing strategies to support the education and growth of the team. This role directs and mentors multiple Portfolio Maintenance Managers in all phases of maintenance, apartment turn preparation, work orders, customer service and financial operations ensuring that the company’s financial, business and customer service objectives are achieved globally. The Director will develop and implement tactical and effective plans for the property management maintenance department to best achieve TCB strategic plan goals to be the management company of choice, increase the size of the portfolio, and provide exemplary resident service.

The Director will foster alignment globally with development, community life and other departments to create consistency, brand integrity, new business opportunities and an environment for the residents that allow them to maximize their social and economic potential. The Director is an integral part of the property management leadership team which focuses on low and moderate income housing, with a mix of market rate and commercial, by acquiring and developing of housing to promote neighborhood improvement for the benefit of persons and families of low and moderate income and for the elderly, disabled and other disadvantaged persons. Travel will be required for this position (up to 25%).

Essential Functions:

• Deliver leadership, mentoring and direction to enhance the skills of employees and foster a collaborative, positive work environment across all departments.
• Serve as a strong advocate for maintenance department and team, representing their interests and needs within property management and effectively communicate those needs across departments, in particular development.
• Establish and maintain standards, policies, and procedures for facility operations, maintenance, and health and safety protocols; continually monitor opportunities for process improvements.
• Engage in regular assessment of resident satisfaction and seek opportunities for operational improvements.
• Development of plans for programs and initiative including key performance metrics and benchmarks as well as proactive, specific initiatives and strategies that further help promote the optimal performance.
• Develop strategies for efficient maintenance operating and capital budgets, develop methods to monitor and analyze expenditures, negotiate major contracts and service agreements.
• Establish industry best practices SOPs, processes and practices that provide the highest level of efficiencies, superior customer service, asset preservation, preventative maintenance, capital planning and regulatory compliance.
• Oversee the portfolio procurement program that archives consistency and efficiencies. Including a framework for opportunity contracting across the portfolio to achieve success with women and minority owned business procurement and contracting goals, and have the ability to quantify results and report on progress and statistics.
• Work with other TCB leaders to strategically plan for growth, new initiatives and new business opportunities and enhanced business practices including working with asset management in setting operating budgets for new development projects, potential acquisitions and new third party management.
• Work with development strategically on design standards and selections that will help ensure longer term ownership and operation efficiencies and manageability.
• Review Yardi dashboards for patterns to create benchmarks and metrics of work orders, preventative maintenance, and days to turn units, number of down days and trade skills needed for success.
• Support and work with the PM team to support sustainability efforts and to establish long-term capital budgets, safety, preventative maintenance and purchasing consistent with funding priorities and strategies.
• Remain current with NSPIRE standards and work with the Portfolio Maintenance Managers to provide support and oversight with REAC planning and coordination to ensure consistent scores across the portfolio of 80 or above.
• Establish standardized TCB contract templates for landscaping, snow removal, pest control, boiler service and other major or ongoing contracts. Create a library of scope and specifications for consistent bidding process.
• Provide guidance in the determination and preparation of the scope of work, bidding process and the contract award. Develop business analytics and cost per unit standards for regions and building types.
• Develop resources regionally for project management of large-scale projects, i.e. roof, window, siding, HVAC replacements, elevator modernizations, etc.
• Responsible for leadership and accountability of Portfolio Maintenance Managers in due diligence, development projects, new construction and rehab to evaluate physical conditions, resident needs, safety approach from pro forma & planning, budget creation to stabilization and break even.
• Provide guidance and support in building punch process for new buildings coming out of development and creating the maintenance supply and equipment budget on start-up.
• Manage Yardi Energy Services and Bright Power relationships which includes onboarding new properties’ utilities setup, utility benchmarking report to municipalities and ad hoc analysis as requested.
• Conduct site visits and coordinate with local teams to identify maintenance needs, safety hazards, and opportunities for improvement.

Knowledge, Skills and Abilities:

• Extensive knowledge and application of building, health, safety, fire, environmental and other regulatory regulations and procedures.
• Significant administrative leadership and achievement, knowledge and experience of the operations of service-oriented property management organization.
• Strong analytical skills and ability to use data to guide decision making, ability to direct and resolve ambiguous problems.
• Ability to build and maintain positive relationships with a wide variety of stakeholders, including but not limited to: senior leadership, volunteers, interns, community partners, organization donors and media.

Education & Experience:

• Bachelor’s Degree in Business Management or other related degree is beneficial or 10 years of progressive responsibility in property management is required.
• 8+ years of multi-site, multi-family multi-property type operational management experience, preferably with a portfolio of properties that contain a mix of residential property types is required.
• 3+ years of managing people and teams.
• Proficient in Microsoft Office programs and in Yardi or other industry software.
• Prior experience in and knowledge of affordable housing is required.