Manager, Facilities

Manager, Facilities

Department:

Property and Asset Management

Classification:

Exempt

Reports to:

Chief Operating Officer

JOB DESCRIPTION

Summary:

The Facilities Manager is responsible for the physical condition, maintenance, safety, and efficient operation of HopePHL’s affordable housing portfolio and related residential and commercial properties. The position leads maintenance staff and contractors; manages work orders and preventive maintenance; oversees unit turnover and inspection readiness; and partners with the Property Management team to ensure safe, high-quality housing for residents. The Facilities Manager has overall responsibility for maintenance and operations, security, and purchasing of material, equipment and supplies. Works with VP, Property & Asset Management and Finance departments on contract services, site budgets, accounting and finance. Organizes and directs maintenance staff.

Essential Duties and Responsibilities:

Building/Facility Maintenance

• Conduct site inspections to proactively identify operational, maintenance, and improvement needs.
• Oversee daily work order review to ensure work orders and preventive maintenance routines are completed on time and are properly documented. This includes collection and posting of required service reports, sign offs and approvals for all work orders
• Ensure sites are operated and maintained in compliance with HopePHL, federal, state, and local requirements.
• Manage unit turnover activities to minimize vacancy periods, with a target of completing standard maintenance-ready turnovers within 30 business days or less, absent significant rehabilitation, environmental remediation, procurement delays, or other documented circumstances outside the Facilities Department’s control. Establish and monitor turnover schedules based on the scope of work required for each unit
• Prepare job specifications as required for unit turnovers and annual PHA unit inspections, including detailed scope of work, schedule, and materials and supplies list.
• Create, implement, and monitor a preventative maintenance program for HVAC, utilities, equipment, winter and spring preparations, etc.
• Oversee and manage inventory tracking and system to be used for ordering supplies and materials, assigning materials to specific projects, and monitoring inventory. Complete monthly requisition lists and places pre-approved orders for custodial and maintenance supplies. Maintains accurate and detailed inventory controls documentation. Maintains detailed files and accurate records
• Obtain required bids and make recommendations on contracts for building maintenance, repairs, and custodial services from third-party vendors. Monitors, inspects and documents performance of contractors
• Oversee operation of building systems, supervise employees or monitor contractors who perform routine maintenance and repair work and or oversee planning and construction of tenant improvements and interior design
• Ensure accurate and timely use of Yardi to manage and monitor facilities operations, including work orders, labor and material costs, completion notes, unit turnover status, preventive maintenance schedules, inspection deficiencies, corrective actions, and required reporting. Regularly review Yardi data to identify outstanding and aging work orders, monitor staff and contractor performance, track trends, and ensure records are complete and accurate.
• Ensure properties and units are maintained in accordance with applicable HUD/PHA inspection standards, local housing/property-maintenance codes, lead-safe requirements where applicable, fire/life safety, and other funder or regulatory physical-condition requirements applicable to the portfolio.
• Participate in the after-hours emergency/on-call escalation system and provide management-level response and coordination for building emergencies, including loss of heat, flooding, fire, electrical failures, security/building access issues, and other urgent facilities conditions.
• Participate in the development and management of the capital and the expense budgets by recommending improvement and replacements. Review and prepare monthly and quarterly variance reports and explain differences. Assist with the development and implement the annual management plan for the buildings
• Develop and maintain a prioritized capital-needs plan for the portfolio and work with the Vice President, Property and Asset Management to distinguish routine maintenance needs from capital improvements and replacements. Identify emerging building-system needs and provide information necessary to support annual capital planning and budgeting.
• Establish and monitor key facilities performance measures, including work-order response and completion times, aging work orders, preventive maintenance completion, unit turnover time, inspection deficiencies and correction timelines, contractor performance, and maintenance expenditures; regularly report results and corrective actions to the Vice President, Property and Asset Management.

Staff Management

• Hire, manage, and evaluate maintenance and facilities staff
• Coordinate discussions with each direct report regarding goal setting, performance reviews, and career development planning
• Assess maintenance staff skills and identify training and development needs.
• Provide/obtain training for compliance with the Uniform Housing Code, Building Code and HUD Housing Quality Standards

Building Safety

• Inspect housing and facility developments on a regular basis for safety hazards and maintenance needs
• Determine health and safety issues and housing deficiencies and implement appropriate corrective action plans.
• Interpret and implement Federal, State and local regulations, codes and procedures. Ensure that mechanical and electrical building work is appropriately inspected, maintained, and modified to meet applicable regulations and codes.

Competencies:

• Client/Customer Orientation
• Organizing and Planning
• Constructive Conflict Skills
• Team Management Skills
• Performance Management
• Problem Solving/Decision Making
• Relationship Building
• Oral and Written Communications

Required Education and Experience:

• 5–7 years of progressively responsible facilities/property maintenance experience, preferably in multifamily or affordable housing.
• Experience managing a scattered site portfolio
• 3+ years supervising maintenance technicians, contractors, or facilities staff
• Demonstrated experience supervising maintenance staff and contractors, managing work-order and preventive-maintenance systems, and coordinating unit turnovers and property inspections.
• Demonstrated experience with preventive maintenance programs, including establishing schedules, documenting completion, identifying recurring problems, and using maintenance data to reduce emergency repairs.
• Strong knowledge of building systems: HVAC, plumbing, electrical, roofing, fire/life-safety systems, elevators where applicable, security systems, building envelopes, and general construction
• Familiarity with affordable-housing inspection and compliance requirements, particularly HUD/NSPIRE, PHFA, Philadelphia property/licensing requirements, fire safety, lead-safe requirements, and applicable housing-quality standards.
• A valid driver's license and ability to travel regularly among properties

Preferred Education and Experience:

• Bachelor’s Degree in civil engineering or related field; or significant relevant experience may substitute degree
• Prior experience managing a multi-site or multifamily residential portfolio of comparable size and complexity.
• HVAC Certification
• Experience with PHA Housing Quality Standards, PHFA, and HUD affordable housing standards

Additional Eligibility Qualifications:

• Sensitivity to, and experience working with urban and low-income populations

Work Environment:

This job operates inside HopePHL sites and outdoors in all weather conditions with exposure to potentially hazardous conditions. The use of varied hand and power tools is common.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. With or without reasonable accommodation, the employee must be able to lift and carry up to 50 pounds; regularly walk and stand for extended periods; climb stairs and ladders; bend, stoop, kneel, and reach; and safely navigate residential buildings, mechanical areas, basements, and exterior property areas to conduct inspections and oversee facilities operations.

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person