Facilities Maintenance Manager

About the Role

The Facilities Maintenance Manager is responsible for activities related to custodial services, general maintenance, repair, and appearance of assigned facilities. This role ensures compliance with local, state, and federal laws and regulations, as well as organization policies. The manager supervises custodial staff and maintenance technicians, plans and assigns work, and oversees facility inspections and repairs.

Responsibilities

• Complete routine property inspections to identify compliance with building codes, permits, and regulations, and address poor appearance, malfunctions, or concerns for prompt repair.
• Complete appropriate repairs or coordinate repairs with outside contractors.
• Suggest efficiency ideas and cost reduction measures, and help implement changes within facility maintenance.
• Establish preventative maintenance schedules for all assigned systems, equipment, and buildings, including HVAC, fire protection systems, electrical and energy management, and building components (roof, interior/exterior floors/walls, doors, paved surfaces, and landscaping).
• Identify and maintain a database of necessary spare parts, supplies, and materials in a clean and orderly location.
• Assist in facilities planning, including physical layout, space allocation, office moves, and coordination with departments/contractors for reconfiguring space, furniture, and equipment.
• Manage the property management help desk system; receive and evaluate repair requests from tenants and staff to determine in-house or contracted repairs.
• Solicit bids from vendors, negotiate pricing and timeframes, and secure contracts with vendors.
• Work with contractors and outside vendors; document repair request completion, including time requirements, repair/parts costs, and notification of completion.
• Maintain detailed records on all facilities, including repair records, preventative maintenance schedules, and cost of repair.
• Plan, assign, and supervise general custodial and maintenance staff and functions; inspect buildings and facilities for cleanliness, completed work, and needed repairs.
• Plan, prepare, and approve staff work schedules; review and approve leave requests, perform performance management, and prepare reports of work activities.
• Maintain records related to inspections, maintenance, personnel, and budgets.
• Order and inventory stock to ensure adequate supplies and working equipment.
• Instruct staff in work policies, procedures, and the use/maintenance of cleaning materials, chemicals, and equipment.
• Interview and select custodial staff and maintenance technicians.
• Prepare budgets for staff, equipment, and supplies; participate in planning and coordinating training programs.
• Track resources, leases, contract agreements, and other relevant items for quality assurance.
• Manage the purchase order and expense reporting system, including tracking and processing receipts and invoices, contacting vendors, and coordinating with the Accounting Office.
• Complete quarterly inspections of all managed properties and others as assigned; perform quarterly checks of preventative maintenance logs.
• Assist with the development of facilities maintenance budgets, including technical and cost/benefit justification.
• Participate in the design, coordination, and management of construction projects as needed.
• Attend and/or conduct meetings to improve the maintenance of facilities.
• Represent the Property and Construction Management Department on matters of facility maintenance with other departments and controlled entities.
• Perform other job duties as assigned by the VP of Property and Construction Management and/or Executive Leadership.

Requirements

• High School diploma or related field experience preferred.
• Experience and knowledge of facility maintenance and inspection activities, and proper functioning and coordination of custodial services.
• Enhanced knowledge of repair and maintenance of commercial building equipment, including plumbing, electrical work, carpentry, and HVAC systems, as well as related safety standards and practices.
• Possess a valid driver’s license, work eligibility status, and a good driving record; must pass all background checks.
• Advanced computer skills (including Word, Outlook, Excel).
• Familiarity with standard power tools and equipment.
• Previous experience with fleet management and/or related asset tracking software systems.
• Working knowledge of OSHA and safety rules and regulations pertaining to property management.
• Ability to handle complex, critical tasks requiring independent judgment.
• Strong attention to detail and ability to prioritize within strict guidelines.
• Thorough understanding of finance and accounting.
• Excellent communication and customer service skills.
• Flexibility to answer calls and work outside of normal business hours.
• Excellent interpersonal skills.
• 40% travel required for site visits, training, and auditing.