Facilities Manager

Position Title: Facilities Manager

Work Location: Summit Chase, Grandview Heights, OH

Reports To: Summit Chase Property Manager

Direct Reports: Summit Chase Maintenance Technicians; Temporary personnel assigned to the facility as-needed for short duration projects or to provide adequate service coverage 

Qualifications

• Associate degree and five years’ experience in Facilities Management.  Required degree may be substituted on a year-for-year basis with relevant facility management experience.
• Prior experience in the field of residential property management, facilities management, hospitality management (hotel/motel maintenance), engineering, or similar background
• Knowledge of experience with and/or certificates on all aspects of building systems management including HVAC systems, electrical, plumbing, fire/life safety, security, construction, elevator, and lawn irrigation systems
• Prior experience with management of a high-rise building is strongly valued
• Valid driver’s license
• Strongly preferred:
  • College degree, engineering certification, facilities management certification(s)
  • Knowledge and experience with older, convector type HVAC systems and knowledge of air handlers and boiler systems
  • Knowledge and experience with security systems such as CCTV and access control systems
  • Knowledge of building codes
  • Experience supervising contractors on remodel projects

Requirements

• Individual will agree to be available to report to Summit Chase, as necessary, in the event of an emergency maintenance call during any on-call period
• Individual will be expected to have reliable transportation to and from the building each day and when on call for emergencies
• Excellent verbal and written communication skills
• Highly organized
• Strong project management skills and the ability to complete projects in a timely manner
• Ability to lead a team to achieve operational goals, and to set and prioritize workloads
• Ability to manage tasks under rapidly changing or unexpected conditions
• May be required to attend evening meetings to provide briefings to residents, the Board of Directors
• Job responsibilities may require individual to sit and stand frequently throughout the day and sometimes lift heavy items
• Strong interpersonal skills to effectively communicate and engage appropriately with residents, Property Manager and Summit Chase Board members
• Competence in Microsoft Office Suite, and other comparable Management Systems

Job Responsibilities

• Oversee all facilities management for the Summit Chase Condominium Unit Owners’ Association and Summit Chase high-rise building property, including all maintenance performed by the management company, in-house maintenance personnel, and third-party service providers.
• Provide recommendations on, management of, and reviews of contractors on small and large projects.
• Effectively assign and manage team work tasks.
• Schedule, report on, and complete tasks and project initiatives as directed by the Board of Directors and the Property Manager.
• Complete projects while balancing sometimes conflicting priorities from residents, co-workers, contractors, and the Board of Directors.
• Knowledge of, and support of a CMMS inventory system.
• Provide daily scheduling and direction to the Summit Chase Maintenance Technicians.
• Provide advice and project status reports to the Board of Directors.
• Recommend and request projects and funding for repairs. 
• Assist in preparation of annual maintenance budget, including recommendations for capital projects.
• Oversee all maintenance work orders submitted by the Summit Chase management staff or building residents, including reasonable prioritization of work orders, proper submission of notes, updates, and pictures to BuildingLink, communication to staff and residents regarding work order updates, proper procurement of materials and services through approved purchasing channels and within budget, and provide a positive resident experience.
• Develop and maintain accurate, complete, and current records (digital and paper) regarding:
  • Building equipment and infrastructure operations (user and technical manuals);
  • All repair work;
  • Facility drawings and modifications;
  • Preventative maintenance schedules;
  • Vendor contracts, agreements, proposals, invoices, and related issues.
• At the direction of the Summit Chase Property Manager, assist with oversight of third-party service providers to the building, preventative maintenance, landscaping and snow removal, fire protection systems, elevator services, and similar service providers for the building and property.
• Is responsible for the daily maintenance of all common areas, including building lobby, guest suite, Suite 100, fitness center, laundry, game room, billiards room, pool and pool deck, storage unit areas
• Ensure all building mechanical systems are maintained per their preventative maintenance contracts, including the boiler system, chiller system, HVAC, pool equipment, pond equipment, irrigation system, fire protection system, elevator mechanicals, etc.
• Provide a proactive approach to project management and building systems to find solutions before they become emergencies.
• At the direction of the Summit Chase Property Manager, ensure that all necessary inspections and certifications for building mechanicals and systems are completed on time and that all necessary reporting is completed and documented
• Coordinate capital improvement projects with the Board of Directors, Summit Chase Property Manager, Facilities Management team, and any and all contractors, engineers, and other parties necessary for each project.
• Write timely and accurate reports for management.
• Exhibit discretion regarding confidential matters and follow direction regarding information to be kept confidential.
• Coordinate with the Summit Chase Property Manager to establish and maintain an emergency on-call schedule for the Facilities team to ensure emergency maintenance calls outside of normal business hours (8am-5pm Weekdays) are responded to within the performance standards guidelines.