Maintenance Supervisor

Position: Maintenance Supervisor

Reports to: Owner
Supervises: Supervises Maintenance Technicians and Subcontractors
Wage Status: Non-exempt (Hourly)

OVERVIEW

The Maintenance Supervisor is responsible for the overall upkeep and maintenance of the communities served. The primary goals of the position are to maximize efficiency of the maintenance department, minimize property expenses whenever possible and protect the Owner’s asset. The Maintenance Supervisor is fully accountable for all day to day maintenance operations. The purpose of the Maintenance Supervisor is to effectively schedule, coordinate and assure each property is maintained to a high standard set forth by the Owner of BMC.

DUTIES AND RESPONSIBILITIES

• Conduct all business in accordance with Broihahn Management & Consulting Inc. policies and procedures, Fair Housing and all other Federal, State and Local laws.
• Follow all regulations for housing programs such as Rural Development, HUD/Section 8, IRS Tax Credit and other Federal, State and Local programs.

FINANCIAL

• Demonstrate ability to understand financial goals, operate asset in owners’ best interest in accordance with Policies and Procedures manual.
• Assist in the formulation of annual maintenance budget projections for each upcoming calendar year. Responsible for staying within the established budget guidelines throughout the year.
• Maintain accurate records of all maintenance related activities, including personnel related matters. Actively maintain and report monthly variances and narratives.
• Assist contracted capital needs assessment (CNA) firms in formulating long term assessments.
• Provide constant vendor/contractor communications concern work scheduling, billings, W-9 (when applicable) vendor relations and certificates of insurance.

MAINTENANCE

• Promptly handle incoming phone calls, emails and on-line requests.
• Regularly walk and inspect common areas and vacant apartments in the community.
• Provide updates on occupancy status and assure quality and quantity of rent ready apartments.
• Coordinate with on-site staff and when applicable, contractors to ensure timely readiness condition of apartments after vacancy occurs.
• Ensure service requests are recorded and communicated appropriately to maintenance personnel. Work closely with Owner to coordinate, schedule and monitor all repair and vendor activity.
• Maintain community appearance and ensure repairs are completed on timely basis.
• Responsible for the safekeeping of property keys.
• Assure that seasonal preventive maintenance is being completed at all properties within the BMC portfolio.
• Lead to improve the energy efficiency at all the BMC sites. Work with agencies such as Focus on Energy to enhance the overall efficiency and cost savings.

ADMINISTRATIVE/OFFICE

• Responsible for coordinating maintenance schedules with staff, contractors and customers.
• Ensure all administrative paperwork is accurate, complete and submitted on a timely basis.
• Attends scheduled owner, Board, management and team meetings
• Maintains records on all aspects of maintenance activity. Submits reports to corporate office.
• Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow.
• Ensure proper response and handling of community emergencies with staff, residents, buildings, etc. within company guidelines to minimize liabilities.

RESIDENT RELATIONS

• Maintain a positive customer service attitude. Monitor timeliness of site maintenance and address resident concerns and repair requests on a timely basis to ensure resident satisfaction with management.
• Assist staff with ideas to increase resident retention.
• Occasionally, attend resident social functions and activities.
• Consistently implement policies/procedures to maintain resident communications such as complaints and service requests.
• Periodically ensure distribution of company and/or community-issued notices related to residency.

SAFETY

• Learn and ensure compliance with all company, local state and federal safety rules and regulations.
• Ensure that unsafe conditions are corrected in a timely manner. Complete any pertinent safety checklists with maintenance personnel.
• Report all liability and community incidents to corporate office immediately. Ensures that all workers compensation claims are reported immediately, and property paperwork is completed as directed.

PERSONNEL MANAGEMENT

• Continually supervise maintenance and grounds personnel. Act to improve the general appearance of properties, while always being alert for deferred maintenance.
• Attend maintenance position job interviews and