Maintenance Supervisor

About the Role

The Maintenance Supervisor is primarily responsible for the physical integrity of each community and proper maintenance and oversight. This role involves scheduling work orders, preparing new apartments for occupancy, and completing ongoing maintenance projects.

Responsibilities

• Provide excellent service to residents, guests, employees, and contractors.
• Oversee the maintenance staff for the community and provide training to fill in as necessary.
• Schedule and manage work orders, ensuring completion within 24 hours.
• Maintain the community effectively while adhering to budget guidelines.
• Develop maintenance and cleaning schedules for all community areas, including common areas, amenities, breezeways, parking lots, and entrance areas.
• Keep the maintenance shop organized and clean.
• Purchase all maintenance supplies in accordance with budget guidelines.
• Adhere to all government policies, including OSHA and EPA guidelines.
• Review work with outside contractors prior to completion.
• Maintain operations and response plans for issues such as asbestos, lead, and mold.

Daily/Weekly Responsibilities

• Meet with the Community Manager daily to review maintenance issues and make-ready status.
• Inspect common areas daily before 10 AM.
• Ensure property grounds are inspected by the entire maintenance staff on peak days (e.g., Mondays).
• Hold daily maintenance staff meetings to enforce uniform standards, organize schedules, and review shop cleanliness.
• Ensure maintenance coverage during all operating hours.
• Update the make-ready board and schedule in the Community Service Register (CSR) daily.
• Schedule and complete work orders daily, ensuring a 24-hour response policy.
• Walk all move-outs to determine maintenance needs (daily/as needed).
• Check the key log daily to ensure all keys are accounted for.
• Provide on-call coverage during non-business hours.
• Maintain cleanliness of breezeways and enforce trash standards daily.
• Maintain MSDS/OSHA/EPA logs in the shop and office daily.
• Ensure the CSR is updated and utilized for maintenance functions, including preventative maintenance schedules.
• Check irrigation systems weekly.
• Oversee trash compactor operations, especially on weekends or in the supervisor’s absence.
• Review and enforce overtime policies weekly.
• Check and order maintenance inventory weekly.
• Ensure maintenance of common areas on weekends and Saturday afternoons.
• Perform pool maintenance weekly during the season.

Monthly Responsibilities

• Walk the entire property for a car check and delegate weekly car checks to maintenance staff.
• Perform all required inspections as detailed in the CSR, including monthly breezeway inspections.
• Conduct a monthly walk with the landscaping contractor to review landscaping and irrigation.
• Walk the property with the Community Manager for a monthly inspection, reviewing liability issues and presenting an updated CSR.
• Conduct a monthly safety/training meeting to keep staff informed of safety regulations and training topics.
• Develop a calendar for breezeway cleans and other non-daily tasks using the CSR.

Quarterly/Ongoing Responsibilities

• Oversee quarterly unit inspections, including filter changes and mold inspections.
• Ensure maintenance staff has proper training and certifications.
• Stay updated on ADA policies and advise the Community Manager on related issues.
• Maintain a log of warranty dates for major appliances and HVAC systems.
• Keep an updated emergency vendor list for critical functions (e.g., gates, plumbing, electrical, tree removal, mold remediation).
• Maintain an accurate inventory of all equipment and verify it monthly.
• Coordinate move-out/move-in unit inspections, starting 90 days prior to move-in.
• Review move-in inspection forms with the Community Manager within 15 days of move-in.

Annual Responsibilities

• Log required upcoming capital projects and review capital needs with the Community Manager as part of the budget process.

Requirements

• 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 managers, clients, customers, and the public.
• Ability to solve practical problems and interpret instructions in written, oral, diagram, or schedule form.
• Ability to calculate figures such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to read and understand operating statements and budgets.

Qualifications

• Professional demeanor from previous maintenance experience.
• Excellent customer service skills.
• Strong communication and listening skills.
• Ability to lead, manage, and train others.
• Effective team player with strong interpersonal skills.
• Organized and detail-oriented.
• Patient, even-tempered, and works well under pressure.
• Effective time management skills.
• Able to maintain confidentiality.
• Ability to follow directions from a supervisor and accept constructive criticism.
• Must have own tools.
• Able to climb and work from ladders and lift/carry heavy loads.
• Able to work weekends or overtime as required.

Education and Experience

• Associate degree (A.A.) or equivalent from a two-year college or technical school; or one to two years of 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.
• Basic computer skills necessary for data entry and programming access gates/systems.

Certificates, Licenses, Registrations

• Must be HVAC certified.

Budget Responsibility

• Administer the budget and make expenditure decisions once the budget has been approved.
• Monitor and track the budget once it has been adopted.

Working Environment and Physical Demands

The role operates in the following environments and conditions:

• Office environment
• Outdoors environment
• Mechanical facility
• Changing weather conditions
• Exposure to toxic or caustic chemicals
• Odors or fumes
• Electrical current
• Loud machine/equipment noise
• Above ground level
• Confining spaces

Physical demands include:

• Climbing and working from ladders.
• Lifting and carrying heavy loads (over 2/3 of the time).