Job Description
BASIC PURPOSE:
The Regional Maintenance Supervisor will manage daily maintenance operations of properties with more than 1000 units in accordance with the property business plans to maximize the value of the property through preservation of the property's physical attributes, generation of maximum NOI and effective investment of capital at assigned property.
ESSENTIAL FUNCTIONS: (These are the main duties/tasks of the position)
· Support staff with specific coaching, development and guidance in order that the annual property objectives are met.
· Responsible for the daily maintenance operations, leadership, and maintenance staff direction of assigned properties.
- Responsible for ensuring the property is well run and the staff is constantly striving to improve his/her property’s operations, curb appeal, and NOI. Conduct all business in accordance with company policies and procedures, Fair Housing, Americans with Disabilities Act, and all other laws pertaining to apartments
- Demonstrate and ensure staff maintains professional levels of personal appearance, hygiene, courtesy and telephone demeanor always while at work
- Maintain effective vendor relations while ensuring vendors are insured and perform work at an acceptable level of quality according to law, contract, schedule and budget
- Responsible for the input of WTN into Ops Technology at the time of purchase and maximizing the use of online vendors and compliance with all Accounts Payable policies and procedures
- Ensure vacated apartments have proper inspections documented and cost of damages are reported to Property Manager for proper and timely processing
- May assist on sister properties to help Company achieve overall goals of the portfolio
- Provide complete support to the Property Manager(s), RM, RVP and SVP in upholding community and corporation standards, policies, and procedures
PERSONNEL
- Working closely with the Maintenance Supervisors to set operational and financial goals based on the performance matrix and budget. Manage staff to produce desired results via regular staff meetings, creation and maintenance of on-site goal boards and effective feedback, recognition and reward
- Recruit, train, develop, motivate, supervise and assess performance of all staff to achieve operational goals of assigned property. This includes new employee indoctrination, performance reviews, counseling, instructing, advising, and working with Property Manager on terminating staff, where appropriate
- Review employee performance, with responsibility for rewarding great performance, disciplining poor performance and setting employee development goals during the annual performance appraisal process and monitoring for completion
- Conduct ongoing training and development with maintenance staff; e.g. appliance repairs, HVAC troubleshooting, workplace safety, fair housing and any other type of training that may be needed daily
- Ensure new employees are completing required learning through the Berkshire Learning Management System in a timely manner
- Review and monitor all time by means of time sheets, supplemental logs, punch out sheets, service requests, and over-time logs
- Check all service team members' tools regularly for ownership and safe working condition, ensure uniform appearance is in accordance with Berkshire’s dress code policy and provide documentation to the Property Manager
INTERPERSONAL EFFECTIVENESS
- Communicates professionally and effectively with residents, subordinates, supervisors, vendors, and contractors
- Negotiates effectively with residents, subordinates, supervisors, vendors, and contractors
- Possesses excellent interpersonal skills and ability to deal effectively with persons from diverse social, economic, and ethnic backgrounds
- Self-seek and participate in on-going training/education and complete all required training by designated due date
- Follow and support Berkshire's core values of: integrity, trust, honesty, stewardship, respect for others and commitment to excellence; model Berkshire’s behavior standards and elements of culture
ADMINISTRATIVE/OFFICE
- Keep up-to-date and accurate logs and maintain make-ready scheduling and scheduling of preventive maintenance, appliances, smoke detectors, filter changes, HVAC history logs, supplemental sheets, etc.
- Schedule and manage appropriate contracts, i.e.: painting, cleaning company, trash removal, etc.
- Assist in the preparation of long-range planning, and make budget recommendations
- Ensure punch out work is completed in accordance with Berkshire policies, standards, and punch out sheets
RESIDENT RELATIONS
- Maintain positive customer service attitude and provide quality customer service based on active assessment of customer desires, including acting on third party survey results and personal engagement with customer
- Take a proactive approach to controlling turnover and maximizing resident retention. Work with Property Manager to monitor causes of turnover.
- Maintain professional resident communications regarding concerns, service requests both verbally and in writing
- Attend resident retention activities
MAINTENANCE
- Maintain property consistent with the standards defined in the Berkshire inspection policy
- Physically walk and inspect property on a regular basis and check on vacant apartments consistent with the Berkshire inspection policy
- Maintain shop, company equipment, ample supplies, inventory control, and ensure key security
- Update vacancy status daily
- Coordinate with Maintenance Supervisors and make-ready staff and contractor resources to ensure timely and satisfactory recondition of apartments after move-out
- Monitor all maintenance activities, including service requests, to ensure completion in a high quality, timely, within budget manner that results in a high level of customer satisfaction
- Read and interpret prints and specifications
- Watch for unauthorized vehicles or suspicious persons on the property and report to property authority
- Maintain fire extinguishers, sprinklers, fire stops and standpipe systems
- Ensure the Maintenance Supervisors are performing daily morning checks of the overall community appearance, to include a neat and clean appearance, cleaned and painted common areas and clean and clear windows and balconies
- Complete bi-weekly inspections of site(s) to ensure the Maintenance Supervisors are performing daily morning checks of the overall community appearance, to include a neat and clean appearance, cleaned and painted common areas and clean and clear windows and balconies
- Assist in keeping grounds clean always
- Assist in performing- service technician responsibilities/tasks to include on-call coverage as necessary
- Prepared to respond and support the Maintenance Supervisors in responding to an emergency, following corporate/community emergency procedures
- Perform various other duties as assigned by the Regional Manager/RVP/SVP
- Must be available for 24 hours. On call emergency maintenance when Maintenance Supervisors are unavailable
JOB QUALIFICATION REQUIREMENTS:
Knowledge/Experience:
- Experience effectively supervising and motivating a team of (2) or more members
- Experience managing the maintenance needs for an apartment community of 299 units or less
- A thorough knowledge of each job description, as it pertains to self and service team members
- A thorough knowledge of interviewing techniques
- Ability to understand, demonstrate, and ensure team compliance of all necessary national and local building codes, safety codes, labor laws, to include but not limited to safe work practices, Fair Housing, Sexual Harassment prevention and ADA, etc.
- Thorough knowledge, understanding, and compliance with Company standards, policies, procedures, and guidelines to include, but not limited to safety, Fair Housing, OSHA, personnel appearance, maintenance etiquette and tool requirements
- Experience maintaining high productivity for effective cost control
- Knowledge of contract requirements
- Knowledgeable in boilers and chillers and/or individual HVAC System, as applicable
- Ability to review service-related reports generated through Yardi
- Thorough knowledge, and understanding of preventive maintenance
