Maintenance Supervisor - Student Housing

Seeking a Maintenance Supervisor in Durham, NC

Job Purpose: 

The Maintenance Supervisor has primary responsibility for the physical integrity of each community and proper maintenance and oversight.  The majority of a Maintenance Supervisor’s time is involved in the scheduling of work orders, the preparation of new apartments for occupancy, and completion of on-going maintenance projects on each community.

Primary Duties & Responsibilities:  

• Will always include those specifically assigned by the Community Manager.
• Providing excellent service to residents, guests, employees and contractors.
• Overseeing the maintenance staff for the community.
• Providing training to all maintenance staff members to be able to fill in as necessary.
• Scheduling work orders.
• Maintaining the community effectively while following budget guidelines.
• Overseeing the completion of routine service requests within 24 hours.
• Completing service request records and informing the Community Manager of any resident maintenance issues.
• Developing maintenance and cleaning schedule for all areas of the community including common areas, amenities, breezeways, parking lots and entrance areas.
• Keeping maintenance shop in an organized and clean condition.
• Purchasing all maintenance supplies in accordance with budget guidelines.
• Adhering to all government policies including OSHA and EPA guidelines.
• Reviewing work with all outside contractors prior to completion.
• Maintaining operations and response plans for issues such as asbestos lead and mold.

Specific Responsibilities:

Daily/Weekly 

• Daily Community Manager Meetings:  Meet with Community Manager at beginning and end of each day to review maintenance issues and make-ready status.   Communicate all maintenance concerns and plans of corrective action.   On at least a weekly basis, discuss the status of the maintenance budget.
• Common Area Inspection:  Walk Common areas daily, before 10 am.
• Grounds Inspection:  On peak days (i.e. Mondays), ensure that all areas of the property are inspected by entire maintenance staff.  Segment out the property for trash pick-up.
• Maintenance Staff Meeting:  Enforce a uniform standard and nametags.  Schedule/organize technicians and groundskeeper.   Review the cleanliness of shop and supplies status (Daily).
• Schedule:  Ensure maintenance coverage during all operating hours.
• Make-Ready Preparation:  Get make-ready report on a daily basis, the schedule turns accordingly.  Ensure vendor locks are installed (if utilized).
• Make-Ready Board:  Update make-ready board and make-ready schedule in the CSR. (Daily)
• Work orders:  Schedule work orders and complete work orders as necessary.  Ensure 24-hour response policy.  (Daily)
• Move-Outs:  After Community Manager inspection, walk all move-outs prior to make-ready to determine whether touch ups can be done or full paint is needed. (daily/as needed)
• Key Log:  Check the key log daily.  Ensure all keys are accounted for at end of the day.  If the office is open late, ensure office staff knows to check prior to close.
• On Call:  Provide on call coverage during nonbusiness hours.  On larger properties, schedule maintenance on call amongst maintenance staff.  Ensure all weekends are covered appropriately.
• Breezeway Cleanliness:  Enforce trash standards on the property.  Put out trash notices. (Daily)
• Logs:  Maintain MSDS/OSHA/EPA logs in shop and office (Daily).  Keep office staff and maintenance staff informed at weekly meetings of changes in MSDS sheets.
• Community Service Register (CSR):  Ensure CSR is updated and properly utilized for maintenance functions.  Maintain Preventative Maintenance Schedules as detailed in CSR.
• Irrigation:  Check on a weekly basis.  Refer to preventative service schedule within CSR.
• Trash compactor oversight:  Ensure coverage on weekends or in supervisor’s absence. (Weekly)
• Overtime Review:  Enforce overtime policy.  Ensure no overtime during the week if possible.  Communicate overtime status every Monday to Community Manager. (Weekly)
• Maintenance Inventory:  Check inventory on a weekly basis.  Order supplies as needed.  Utilize approved vendors (i.e. Century Supply) where possible and minimize retail purchases (i.e. Ace and Home Depot).
• Common Areas:  Ensure maintenance of common areas on weekends and Saturday afternoon cleans. (Weekly)
• Pool maintenance:  Ensure weekly maintenance and coverage on weekends during the season.

Monthly 

• Car Check:  Walk entire property for car check on a monthly basis.  Delegate car checks to maintenance staff on a weekly basis.  Communicate issues to Community Manager for follow-up.
• Inspections:  Perform all required inspections as detailed in the CSR.  Inspect all breezeways monthly.
• Landscaping:  Perform a monthly, scheduled walk with a landscaping contractor to review all landscaping.  Walk irrigation with the contractor.
• Monthly Inspection:  Walk property with Community Manager and review the monthly inspection checklist.  Inspect for liability issues, even if they are not on the checklist.  Be prepared to present an updated CSR for review.  Advise Community Manager of any cost saving and efficiency ideas.
• Monthly Safety/Training Meeting:  Conduct a monthly safety meeting to keep all personnel informed of safety regulations and changes.  Include training topics to ensure that all staff members can fulfill their responsibilities and are able to move up in the organization over time.  Utilize meeting to ask about problems and get feedback on better ways of doing things and improved cost control.
• Calendar:  Develop a calendar for breezeway cleans and other non-daily tasks.  Use Community Service Schedule in CSR for guidance.
• Make-Ready:  Review make-ready condition with contractors on an ongoing basis.

Quarterly/Ongoing 

• Quarterly Unit Inspections:  Oversee the change out of filters on a quarterly basis and inspect units for mold and other problems during filter installs.  Place a notice in each unit reiterating community policies regarding trash, recycling and proper HVAC operation (standard letter).
• Training:  Ensure that Maintenance Staff has proper training and certifications.  Alert Community Manager to training needs so that classes may be scheduled.
• ADA:  Be up to date on ADA policies.  Advise Community Manager on issues.
• Warranties:  Where applicable, keep a log of warranty dates for major appliances and HVAC.  Ensure equipment is inspected prior to the end of the warranty period.
• Emergency Vendor List:  Maintain an on-call list for critical, time sensitive, vendor functions:  gates, outside plumbing lines, major electrical, tree removal, and mold remediation.
• Equipment Inventory:  Keep an accurate inventory of all equipment.  Verify inventory at least monthly and provide a list of equipment to the Community Manager on a quarterly basis.  Advise Community Manager of any needed equipment prior to the order being placed.
• Move-Out/Move-In 
• Unit Inspection Pre-Move Out:  Start the unit inspection at least 90 days prior to move-in and walk all units.  This inspection can be a part of the quarterly maintenance inspection.
• Vendor Coordination:  Coordinate all vendors during process and ensure that vendors stay on schedule.
• Move-In Status Review:  Meet with Community Manager within 15 days of move-in to review the move-in inspection forms.  Ensure that all issues are addressed through follow-up maintenance.
• Unit Inspection Post-Move In:  As part of the quarterly maintenance review, coordinate the walk all units within 90 days of move-in.

Annually 

• Budget:  Keep a log of required, upcoming capital projects.  As part of the budget process, review capital needs with the Community Manager and compile a required projects list.

Qualifications: 

• Working knowledge of electric, plumbing, HVAC and basic construction.
• Ability to read, analyze, and interpret technical procedures, and governmental regulations.  Ability to write reports, business correspondence, and procedure manuals. 
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to solve practical problems and has the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to read and understand operating statements and budgets.
• Professional demeanor resulting from previous maintenance experience
• Excellent customer service skills
• Good communication and listening skills
• Able to lead, manage and train others
• Able to be an effective team player and interact well with others
• Organized and detail-oriented
• Patient, even-tempered and works well under pressure
• Effective time management skills
• Able to maintain confidentiality
• Able to follow directions from a supervisor
• Able to understand and follow posted work rules and procedures
• Able to accept constructive criticism
• Must have own tools
• Able to climb and work from ladders and the ability to lift and carry heavy loads
• Able to work weekends or overtime as the job requires

Education and Experience Requirements:

• Associate degree (A. A.) or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.
• 2 to 3 years of hands-on general maintenance experience.
• 2 to 3 years of hands-on experience in the installation, maintenance, troubleshooting, and repair of building mechanical systems, including HVAC, plumbing and electrical systems.
• Must have basic computer skills necessary to enter and retrieve data from a computer and to program access gates and systems via the computer.

Certificates, Licenses, Registrations:

• Must be HVAC certified.