What are the responsibilities and job description for the Regional Facilities Manager position at Millennia Housing Management?

Job Description

Position Overview

The Regional Facilities Manager (RFM) is responsible for overseeing the capital infrastructure, maintenance operations, and preventative maintenance programs across a portfolio of properties. Reporting to the Regional Facilities Director (RFD), the RFM will take a hands-on approach to maintenance, providing support to on-site staff, performing repairs, conducting inspections, and assisting with unit turnovers.

The role also involves training and mentoring maintenance teams, managing vendor contracts, and ensuring the efficient operation of all building systems. The RFM must have extensive hands- on experience in carpentry, plumbing, electrical, HVAC (with heat pump experience), and apartment preparation. HVAC certification is required, and CPO certification is preferred.

Essential Functions and Responsibilities

Maintenance Operations & Capital Planning

Develop and manage capital plans for the assigned portfolio, integrating them into annual operating budgets.
Implement preventative maintenance programs to ensure all equipment is well- maintained, either by site staff or through service vendors, and manage contracts to provide high-quality, competitively priced services.
Perform regular site visits to assist with quarterly apartment and safety inspections, as well as assess the condition of vacant units to forecast and perform necessary repairs.
Manage vendor contracts for repairs, including mechanical, structural, and building envelope components that are beyond the technical ability of the site staff.
Assist in increasing energy efficiency programs, such as installing Energy Star appliances, LED lighting, and improving water conservation efforts.

Hands-On Maintenance & Repairs

Provide hands-on maintenance support, including electrical and plumbing repairs, HVAC maintenance, appliance installation, and minor drywall / plaster repairs.

Assist with unit turnovers by conducting repairs, painting, pressure washing, and trash removal, ensuring apartments meet move-in standards.

Conduct walkthroughs of vacant and completed units to create and resolve "punch" lists or quality control checklists, verifying all systems, appliances, and aesthetics are up to standard.

Diagnose and assist with routine maintenance issues, including A / C and heating systems, electrical and gas appliances, plumbing, and other essential building systems.

Assist with exterior maintenance such as landscaping, cleaning grounds, and maintaining parking lots.

Training & Team Development

Train and mentor maintenance staff, providing coverage for short-handed properties and offering guidance on maintenance procedures and troubleshooting.

Interview, train, and mentor new maintenance hires, serving as a technical advisor and resource to staff across the portfolio.

Evaluate and ensure consistency in turnover procedures, materials, and vendor selection, while promoting cost-effective practices.

Safety & Compliance

Serve as the champion of safety for the properties, conducting regular safety inspections and audits, including asbestos / lead compliance.

Ensure compliance with safety standards and procedures, training staff on safety best practices, and promoting a culture of safety.

Assist the Risk Management team with insurance claims, ensuring all repairs meet the required standards.

Other Responsibilities

Assist with special situations such as storm damage, system failures, and utility interruptions, providing hands-on support as needed.

Be available for on-call responsibilities and respond to emergencies as required, with flexibility for overtime when needed.

Ensure and coordinate uniforms for all maintenance team members to confirm professional dress and appearance always.

Perform additional duties as assigned to ensure the smooth operation and maintenance of the portfolio.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Education and Experience

A college or university degree is highly preferred, or relevant industry training, credentials, and certifications document technical expertise.

Related experience consisting of 10 years, more experience preferred.

Residential experience is required, preferably affordable and conventional multifamily.

Must be willing and able to travel for extended periods, and at times with short notice

Excellent communication skills are critical, including verbal and written.

Good working knowledge of Outlook, Word, Excel, and Real Page Mobile Facilities.

Work Conditions & Physical Demands

Work is performed indoors and outdoors in a residential setting with regular exposure to cold, heat, noise, people, and equipment.

Able to work independently or as a team member and support managers with special projects.

Strong collaboration skills – works well across functional areas—excellent relationship-building skills; able to collaborate with various levels of the organization.

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear, and taste or smell. The employee must occasionally lift or move up to 80 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Values We Seek

Respect : Respect is shown by demonstrating a sense of self-awareness and reflecting on one's own words and actions to adapt, grow, and succeed. We embrace our differences while recognizing what brings us together.

Collaboration : Collaboration begins with strengthening our relationships with our residents, owners, partners, and employees, relying on strong communication and a deep understanding of the values and needs of all those involved.

Service-Focused : Understand what internal and external stakeholders value and anticipate their needs; strive to create a meaningful experience and build lasting relationships.

Performance : Achieving exceptional performance requires us all to work on the right things at the right time and stay aligned with our business fundamentals and priorities. It also requires us to understand the business – carefully and critically analyzing our performance and metrics and weighing options and risks before making decisions.

Expected Hours of Work & Travel

Must be able to work various shifts when needed to cover during regular business hours, including weekends and evenings.

Heavy travel is required.

EOE / Disabled / Veterans Statement

We are an Equal Opportunity Employer. Each applicant for employment is solely based on job qualifications, regardless of race, color, religion, sex, sexual orientation, genetic information, age, disability, national origin, veteran status, or any other classification protected by law.

Background Check Process

Employment with Millennia Housing Management, Ltd. is contingent on completing a complete background check process, including reference, pre-employment drug testing, credit, and criminal background review.

Acknowledgment :

This job description is not designed to cover or contain a comprehensive listing of the employee's activities, duties, or responsibilities for this job. The employee signature below constitutes the employee's understanding of the requirements, essential functions, and duties of the position. Duties, responsibilities, and activities may change at any time with or without notice.

About The Millennia Companies

Founder and Chief Executive Officer Frank T. Sinito entered the real estate business in 1985 with the purchase of a 14-unit multi-family development in Northeast Ohio, handling all aspects of property management and developing a passion for providing exemplary and caring service to residents. From this start, Sinito went on to acquire additional apartment developments, and, in 1995, he founded The Millennia Companies® (Millennia), a high-performance business enterprise that has grown to operate in a diverse set of sectors; opportunities exist in multi-family real estate development, property management, commercial real estate, hospitality and more. We invite you to thrive in your career here as we serve thousands of residents, clients, and customers throughout our dynamic group of companies.

You can make a difference at Millennia. Do you value respect, service, performance, and collaboration? These values drive our culture and success, and we recruit employees who embody them. When you join our team, you will be part of an environment that fosters growth and enables excellence. You will also meet passionate employees who work together to advance our mission and create a culture of excellence recognized by industry associations. In 2020, Millennia ranked #1 on the Affordable Housing Finance (AHF) list of Top 10 Companies Completing Substantial Rehabilitation, #4 on the AHF list of Top 50 Affordable Housing Owners, and #18 on the Multi-Housing News list of Top Developers.

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